Workplace Experience Manager

Job description

ABOUT 9AMHEALTH 9amHealth is an AI-enabled virtual specialty care platform focused on managing high-cost chronic conditions at scale. The company partners with employers, health plans, and pharmacy benefit managers to deliver comprehensive, cost-effective medical care for individuals living with obesity, diabetes, hypertension, and dyslipidemia. Members receive access to specialized clinicians, including endocrinologists, obesity medicine specialists, and clinical pharmacists, at-home lab testing, prescription medications, and lifestyle support. 9amHealth was founded in 2021 and is backed by leading healthcare investors like Define Ventures, SemperVirens, 7Wire Ventures, and The Cigna Group Ventures. About the Role 9am Health is looking for an Office & Workplace Experience Manager to own the day-to-day operations and employee experience of our San Diego office. This person will be the go-to in-office operator responsible for keeping the workplace organized, stocked, functional, and welcoming, while also managing a wide range of logistics that support employees, candidates, leaders, and visitors. This role is highly executional and highly trusted. It includes ownership of office operations, mail and document handling, vendor and contractor coordination, equipment logistics, workplace events and employee moments, and ad hoc support for evolving in-office needs. The right person is proactive, organized, service-minded, and able to independently keep many moving parts on track in a fast-changing environment. What You'll Do OFFICE OPERATIONS - Own the day-to-day functioning of the San Diego office, ensuring the workplace is clean, organized, stocked, safe, and ready for employees and guests. - Manage office supplies and recurring restocking, including snacks, drinks, coffee, paper goods, printer supplies, cleaning products, and other workplace essentials. - Coordinate lunch ordering for regular in-office team meals and for days when out-of-town employees are visiting. - Oversee practical office needs including garbage day coordination, room resets, workspace setup, and general office readiness. - Help maintain a polished, warm, and functional in-office experience that reflects 9am Health’s culture. EMPLOYEE EXPERIENCE AND EVENTS - Own employee moments that help people feel welcomed and recognized, including birthdays, anniversaries, promotions, team milestones, and other cultural moments. - Plan and execute in-office events, celebrations, and team gatherings, including ordering, setup, vendor coordination, and day-of logistics. - Manage swag and office merchandise inventory for new hires, guests, and company moments. EQUIPMENT AND ONBOARDING LOGISTICS - Coordinate employee equipment logistics, including shipment, tracking, recovery, reset/wipe coordination, and redeployment of returned devices where possible before ordering new inventory. - Maintain visibility into equipment inventory and readiness for new hires and employee transitions. - Support onboarding logistics including swag, workspace preparation, welcome coordination, and other employee-facing Day 1 needs. - Partner with the People team on onboarding and offboarding logistics. The scope of this role does not include HRIS administration. VENDOR, BUILDING, AND CONTRACTOR MANAGEMENT - Serve as a primary point of contact for office vendors, building management, maintenance providers, cleaners, pest control, water service, and other workplace partners. - Coordinate contractors and ongoing office maintenance or improvement projects. - Support office upgrades, resets, and physical space improvements, including organizing spaces after work is completed and helping execute leadership’s vision for the office environment. - Track follow-ups with external partners and keep projects moving even when vendors are slow to respond. MAIL, DOCUMENTS, AND OPERATIONAL ADMIN - Manage incoming physical mail on a recurring basis, including opening, sorting, scanning, uploading, routing, and escalating important documents. - Handle time-sensitive and operationally important materials with urgency and accuracy, including checks, tax documents, labs, and other business-critical paperwork. - Route documents to the appropriate folders, stakeholders, or approvers, and support check-signing / deposit workflows as needed. - Build and maintain lightweight, reliable processes so mail and document handling stays organized and does not become a backlog. ADMINISTRATIVE AND AD HOC SUPPORT - Provide flexible operational support for office and leadership needs as they arise. - Assist with occasional scheduling, travel logistics, team coordination, and other administrative support connected to the in-office employee experience. - Act as a dependable in-person operator who can step in on high-priority office needs without requiring heavy oversight. WHAT YOU’LL BRING - 3+ years of experience in office management, workplace experience, hospitality, executive support, employee experience, or a similar operations-heavy role. - Strong organizational skills and follow-through, with the ability to manage multiple recurring and ad hoc responsibilities at once. - Experience coordinating vendors, contractors, deliveries, supplies, and office operations end to end. - Comfort handling sensitive or time-critical materials with discretion and accuracy. - Sound judgment and a strong bias toward action; you notice what needs attention and handle it. - A warm, professional, service-oriented presence and strong in-person communication skills. - Ability to work on-site in San Diego on a consistent basis. - Startup experience strongly preferred. - Experience supporting workplace projects, events, and equipment logistics preferred. WHY THIS ROLE MATTERS This role is the operational backbone of the San Diego office. It ensures the office runs smoothly, critical physical workflows are handled reliably, and employees have a thoughtful, seamless in-person experience. At an early-stage company, strong workplace execution creates leverage for the People team and leadership, reduces operational friction, and helps the company scale more effectively. WHAT YOU CAN EXPECT AT 9AMHEALTH At 9amHealth, you'll join the exciting environment of a startup with the stability of highly experienced founders that have successfully built a business from scratch. We foster a collaborative learning mindset and a passion for improvement. You'll work with a brand-new product alongside a small, flexible team of people eager to shape technology, infrastructure, and culture. Our team members are spread across the globe, with physical sites in San Diego, California, and Vienna, Austria, but we value your culture regardless of where you work. We offer a comprehensive benefits package, including health, dental, and vision insurance, along with flexible PTO and work from home options. We provide a professional development budget and support continuing education, empowering our team to grow alongside the company. Team members have the opportunity to make a meaningful impact on chronic disease management and patient outcomes while contributing to a collaborative, mission driven culture focused on improving healthcare accessibility and affordability. OUR COMMITMENT TO DIVERSITY AND INCLUSION Diabetes disproportionately impacts BIPOC (black, indigenous, and people of color) https://9am.health/en/journal/how-diabetes-affects-bipoc-communities communities. We are committed to creating a workforce that reflects our patients and creating a positive healthcare experience for them. We welcome applications from people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and foreign born residents.