Workplace Experience Coordinator

About Exa

Exa builds AI-native search infrastructure. We are a fast-growing team in San Francisco building the future of how AI systems access and understand the world's information. We move fast, think big, and care deeply about the in-person experience of working together.

About the Role

We are looking for a Workplace Operations Manager to own the physical experience of working at Exa. This person will be the driving force behind our office culture, events, vendor relationships, and upcoming office expansion. You will have a direct impact on how the team feels every day and play a key role as we open up new office space.

What You'll Do

• Events: Plan and execute all company events - team offsites, happy hours, celebrations, recruiting dinners, and community events. Own the full lifecycle from concept to execution.

• Vendor Management: Source, negotiate, and manage relationships with vendors across catering, office supplies, furniture, maintenance, and more. Always looking for better pricing and quality.

• In-Person Culture: Be the heartbeat of our in-office experience. Make sure the space feels great, people are fed, and the vibe is right. Think about what makes people excited to come into the office every day.

• New Office Openings: Lead the operational side of opening new office spaces - working with architects and designers, sourcing furniture and equipment, coordinating buildouts, and creating spaces that reflect Exa's culture.

• Food and Catering: Own the daily food program - lunches, snacks, coffee, and catering for events. Find great options that work within budget.

• Office Operations: Keep the day-to-day running smoothly - facilities, supplies, mail, visitor experience, and anything else that comes up.

What We're Looking For

• Experience in workplace operations, office management, or a similar role at a fast-paced company

• Strong vendor negotiation skills - you know how to get the best deal without sacrificing quality

• Event planning experience, from small team gatherings to larger company events

• Experience with office buildouts, moves, or new space setups is a strong plus

• Highly organized, resourceful, and able to juggle multiple projects at once

• Great taste - you care about design, aesthetics, and creating spaces people love

• You thrive in a startup environment and are comfortable with ambiguity

Compensation

The base salary range for this role is $90,000 - $150,000, depending on experience. This role also includes equity and a comprehensive benefits package.