Office Manager

About UsPhysicsX is a deep-tech company with roots in numerical physics and Formula One, dedicated to accelerating hardware innovation at the speed of software.We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries. By enabling high-fidelity, multi-physics simulation through AI inference across the entire engineering lifecycle, PhysicsX unlocks new levels of optimization and automation in design, manufacturing, and operations — empowering engineers to push the boundaries of possibility. Our customers include leading innovators in Aerospace & Defense, Materials, Energy, Semiconductors, and Automotive.At PhysicsX, the Workplace & Employee Experience function exists to ensure that every employee — whether in London, New York or Singapore — experiences the same high standard of working environment, feels genuinely connected to the company's mission and culture, and has access to the tools, spaces and information they need to do their best work. When this function is working well, the environment it creates is itself a competitive advantage.The Office Manager is central to making that vision a reality on the ground. Responsible for the day-to-day running of the New York office (Flatiron area). This is a hands-on, varied role that requires someone who is a self-starter, organized, and genuinely passionate about creating great places to work.The role is led by your local Workplace Lead, while operating under shared standards and governance developed jointly across both regions. Day-to-day you will work most closely with the Workplace Lead in your region, while collaborating closely with your Office Manager counterpart in London (and in the future, Singapore).Key ResponsibilitiesOffice OperationsManage the day-to-day running of the office, ensuring it is clean, well-stocked (snacks, stationary, cables etc), and fully operational at all timesCoordinate with building management, contractors, and suppliers to resolve maintenance issues promptly and ensure service delivery meets agreed standardsMaintain an accurate contractor tracker, keeping records of who has been on site, scope of work, and lead any relevant certifications or compliance documentation needed as per local lawOversee facilities-related tasks including repairs, equipment maintenance, and general upkeepManage office consumables, supplies, and vendor relationships — placing orders and tracking stock levelsMaintain accurate records including asset registers, contractor logs, and compliance documentationSupport colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queriesAssisting with other ad-hoc cross functional projects when necessaryEmployee ExperienceServe as the first point of contact for office-related queries, creating a welcoming and responsive environmentManage front of house and reception, ensuring visitors and employees receive a consistently exceptional experienceCoordinate and support the delivery of workplace events, PX talks, all-hands meetings, team socials, and other in-office activitiesManage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site servicesChampion employee experience initiatives, actively seeking feedback and identifying improvementsHealth, Safety & ComplianceWork with your Workplace Lead to ensure the office meets all relevant local health and safety requirementsCarry out routine H&S checks and workplace inspections (e.g. fire safety, first aid stock, equipment checks), logging findings and completing required actions in the EHS systemKeep the EHS system up to date — uploading completed checks, incidents, risk assessments, and relevant documentation in line with agreed timelinesMaintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency proceduresLiaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-siteSupport the onboarding of new joiners with office orientation, access setup, and induction logisticsAccess Control & SecurityLiaise with Workplace Lead on office access control systems, maintaining accurate records of who has been granted access at all timesLiaise with Workplace Lead to process access changes promptly for new starters and leavers, ensuring no unnecessary access is retainedConduct regular access audits and escalate any anomalies or concerns to the Workplace LeadKnowledge ManagementOwn and maintain all office-related pages in Notion, ensuring information is accurate, up to date, and useful for employees — including office guides, building access, amenities, visitor information, and seating plansKeep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools employees rely on day-to-dayProactively review documentation on a regular cadence rather than waiting for things to go out of dateWork with the Workplace Leads to ensure knowledge is structured consistently across EU and US.Collaboration & GovernanceWork closely with colleagues across the function, contributing to shared standards, playbooks, and ways of workingMaintain regular communication with your Office Manager counterpart to ensure consistency of approach and share learningsEscalate operational issues, budget requirements, or employee concerns to the Workplace Lead as appropriateContribute to the continuous improvement of workplace systems, processes, and documentationWhat We're Looking ForExperienceProven experience in an office management, facilities, or workplace operations roleExperience managing vendors and contractors, with an eye for quality and service standardsComfortable with H&S responsibilities and familiar with relevant local compliance requirementsExperience managing or supervising others is desirableSkills & AttributesHighly organized with strong attention to detail and the ability to manage multiple priorities simultaneouslyA proactive self-starter who takes ownership, responsibility, and follows through without needing to be chasedExcellent interpersonal and communication skills — able to build strong relationships at all levelsA genuine passion for creating great workplace experiences and a high bar for qualityComfortable working in a fast-paced, scale-up environment where things change quicklyCollaborative by nature, able to work effectively as part of a distributed global teamWhat You'll Be Part OfPhysicsX's Workplace & Employee Experience function is built on a simple but ambitious belief: the physical and cultural conditions of work should never be a reason someone leaves, disengages or underperforms. When it's working well, the environment we create is a competitive advantage — a reason exceptional people stay, and a reason they tell others to join.The function delivers operationally excellent offices across UK, US and Singapore, a global standard for facilities and health and safety, workplace productivity tools governance, knowledge management as infrastructure, and company-wide culture and employee experience programs.It is co-led by two peer Workplace Leads — one for each geography — each owning their region locally while contributing to a shared global centre of excellence. As Office Manager, you sit at the core of that model, making the vision real for the people in your office every day.Working at PhysicsXThis role is in-person in our New York office, M-F. We actively encourage applications from candidates of all backgrounds.What we offerWork with a high-caliber, collaborative team of engineers, scientists, and operators who care deeply about doing great work, and about helping each other get better. We come from diverse backgrounds, but we share a commitment to operating at the highest level and addressing some of the most complex challenges out there. We also believe in balancing focused, ambitious work with a life beyond it. If you’re ambitious, thoughtful, and driven by impact, you’ll feel at home.And it doesn’t stop there …🚀 Equity options - share meaningfully in the company you’re helping to build.💰 5% contribution to 401(k) - build long-term security with a strong retirement plan.🍽️ Free team lunch 1x/week - good food, great company, and space to connect.🏥 Private health insurance – comprehensive cover for you, offering total peace of mind.👶 Enhanced parental leave – 3 months full pay paternity and 6 months full pay maternity leave, to provide extra flexibility during the moments that matter most.☀️ 20 days of Annual Leave (+ Public Holidays) - because taking time to rest matters.📈 Personal development – dedicated support for learning, development, and leveling up over time.💪 Gympass / Wellhub (subsidized) – for you and up to 3 family members, supporting both physical and mental wellbeing.💳 Flexible Spending Account (FSA) – set aside pre-tax dollars for eligible healthcare expenses.🔎 Watch this space, we’re continuing to build this as we grow…We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity. We strongly encourage individuals from groups traditionally underrepresented in tech to apply. To help make a change, we sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics.We collect diversity and inclusion data solely for the purpose of monitoring the effectiveness of our equal opportunities policies and ensuring compliance with UK employment and equality legislation. This information is confidential, used only in aggregate form, and will not influence the outcome of your application.