Office & Employee Experience Manager
Machina Labs
Overview of the Role:
Machina Labs is a fast-growing advanced manufacturing and technology company building the future of metal forming. With a highly collaborative and innovative team, we are seeking an Office & Employee Experience Manager to serve as the central hub of our workplace.
This role owns the end-to-end office experience, ensuring seamless day-to-day operations while designing and delivering exceptional experiences for employees, candidates, and visitors. You will lead initiatives that shape company culture, elevate engagement, and create a workplace that reflects Machina Labs’ innovation and energy.
This is a highly visible role requiring strong judgment, autonomy, and the ability to independently prioritize and execute in a fast-paced environment.
Key Responsibilities:
Office Operations & Vendor Management:
Serve as the primary point of contact for office vendors (facilities, janitorial, catering, office supplies, etc.), managing relationships, performance, and issue resolution.
Manage office-related budgets, including meals, snacks, supplies, company swag and events; make recommendations and decisions on vendor selection and spend.
Identify and implement improvements to office processes, vendor workflows, and workplace organization to increase efficiency and elevate the overall experience.
Coordinate travel logistics as needed for executives, board members, employees, and candidates, ensuring a seamless and high-quality experience.
Own the day-to-day office operations, ensuring a professional, organized, and high-functioning workplace, including oversight of vendors, facilities coordination, and workplace services.
Visitor & Candidate Experience:
Serve as the primary point of contact and host for all onsite visitors, customers, and candidates.
Design and continuously improve a high-quality onsite interview experience, including logistics, hospitality, and coordination.
Ensure compliance with company policies (e.g., ITAR, visitor protocols).
Independently resolve issues and adjust processes to improve the overall experience.
Employee Experience & Culture:
Lead the strategy and execution of company events and cultural initiatives, developing creative programs that strengthen employee engagement.
Own internal event calendar and communications related to employee experience.
Oversee company meals, snacks, and shared spaces to maintain a welcoming and energizing environment.
Onboarding & New Hire Experience:
Own and evolve the onsite onboarding documentation and experience, ensuring a smooth and engaging introduction for all new hires.
Design onboarding touchpoints that reinforce company culture and operational readiness.
Coordinate orientation logistics and continuously improve onboarding processes.
HR & Recruiting Support:
Partner with HR & Talent Teams to support recruiting coordination, including scheduling and candidate communication.
Support employee programs and initiatives as needed.
Safety & Workplace Support:
Support employee safety programs through coordination of items such as safety shoe vouchers, safety glasses, and general workplace supplies.
Partner with Facilities/EHS to help administer and communicate safety-related programs and initiatives.
Help ensure employees have a smooth and supported experience with required workplace resources.
Systems & Continuous Improvement:
Develop and refine office processes, systems, and workflows to improve efficiency and experience.
Maintain internal resources (e.g., onboarding materials, office guides, org charts).
Exercise independent judgment to identify gaps and implement scalable solutions.
This role is designed to evolve with the needs of the business. The responsibilities outlined above represent the core focus areas, but additional duties and projects may be assigned as needed.
Required Background & Experience:
- Bachelor’s degree in Business Administration, HR, Communications, or related field preferred.
5+ years of experience in office management, workplace experience, HR coordination, or similar role (startup or fast-paced environment preferred).
Proven experience managing vendors, budgets, and office operations with minimal oversight.
Experience planning and executing events or employee engagement programs.
Exposure to recruiting coordination or HR processes preferred.
Experience in manufacturing or multi-site environments is a plus.
Skills & Competencies:
Strong organizational and project management skills with the ability to independently prioritize and execute.
Creative thinker with a passion for building engaging workplace experiences.
Excellent interpersonal and communication skills.
High level of discretion and professionalism.
Proactive, resourceful, and solutions-oriented mindset.
Ability to exercise sound judgment and make decisions in a dynamic environment.
- Proficiency in Microsoft Office and HR tools (e.g., Gusto, Rippling, BambooHR, etc.).
95000 - 120000 USD a year
