Office Manager

ABOUT US PhysicsX 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 RESPONSIBILITIES Office Operations * Manage the day-to-day running of the office, ensuring it is clean, well-stocked (snacks, stationary, cables etc), and fully operational at all times * Coordinate with building management, contractors, and suppliers to resolve maintenance issues promptly and ensure service delivery meets agreed standards * Maintain 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 law * Oversee facilities-related tasks including repairs, equipment maintenance, and general upkeep * Manage office consumables, supplies, and vendor relationships — placing orders and tracking stock levels * Maintain accurate records including asset registers, contractor logs, and compliance documentation * Support colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queries * Assisting with other ad-hoc cross functional projects when necessary Employee Experience * Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment * Manage front of house and reception, ensuring visitors and employees receive a consistently exceptional experience * Coordinate and support the delivery of workplace events, PX talks, all-hands meetings, team socials, and other in-office activities * Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services * Champion employee experience initiatives, actively seeking feedback and identifying improvements Health, Safety & Compliance * Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements * Carry 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 system * Keep the EHS system up to date — uploading completed checks, incidents, risk assessments, and relevant documentation in line with agreed timelines * Maintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures * Liaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-site * Support the onboarding of new joiners with office orientation, access setup, and induction logistics Access Control & Security * Liaise with Workplace Lead on office access control systems, maintaining accurate records of who has been granted access at all times * Liaise with Workplace Lead to process access changes promptly for new starters and leavers, ensuring no unnecessary access is retained * Conduct regular access audits and escalate any anomalies or concerns to the Workplace Lead Knowledge Management * Own 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 plans * Keep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools employees rely on day-to-day * Proactively review documentation on a regular cadence rather than waiting for things to go out of date * Work with the Workplace Leads to ensure knowledge is structured consistently across EU and US. Collaboration & Governance * Work closely with colleagues across the function, contributing to shared standards, playbooks, and ways of working * Maintain regular communication with your Office Manager counterpart to ensure consistency of approach and share learnings * Escalate operational issues, budget requirements, or employee concerns to the Workplace Lead as appropriate * Contribute to the continuous improvement of workplace systems, processes, and documentation ---------------------------------------------------------------------------------------------------------------------------------- WHAT WE'RE LOOKING FOR Experience * Proven experience in an office management, facilities, or workplace operations role * Experience managing vendors and contractors, with an eye for quality and service standards * Comfortable with H&S responsibilities and familiar with relevant local compliance requirements * Experience managing or supervising others is desirable Skills & Attributes * Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously * A proactive self-starter who takes ownership, responsibility, and follows through without needing to be chased * Excellent interpersonal and communication skills — able to build strong relationships at all levels * A genuine passion for creating great workplace experiences and a high bar for quality * Comfortable working in a fast-paced, scale-up environment where things change quickly * Collaborative by nature, able to work effectively as part of a distributed global team ---------------------------------------------------------------------------------------------------------------------------------- WHAT YOU'LL BE PART OF PhysicsX'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 PHYSICSX This role is in-person in our New York office, M-F. We actively encourage applications from candidates of all backgrounds.   ---------------------------------------------------------------------------------------------------------------------------------- WHAT WE OFFER Work 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… Estimated salary for this role is $100,000 - $125,000 depending on experience. Seniority will be assessed throughout our interview process.   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.

About Proton  Join Proton and build a better internet where privacy is the default Proton was founded in 2014 by scientists from CERN on a simple truth: privacy is a fundamental human right. Since then, we’ve built the world’s largest encrypted email service (Proton Mail) and expanded into Proton VPN, Proton Drive, Proton Pass, and Proton Calendar—tools used by millions globally to protect their freedom, fight censorship, and keep their data safe. In some situations, Proton has literally helped save lives! We are profitable, independent (no VC control), and selectively hire from the top ~1% of applicants. Our 500+ team members across 50+ countries come from leading organizations and elite academic backgrounds. We move fast, keep hierarchy light, and prioritize impact over optics. If you want to do meaningful work with exceptionally high-caliber people, this is it. Join us and do work you can truly be proud of. Check our open-source projects here! What we are looking for: We are looking for a dynamic and motivated individual to join our growing team in Paris You will be working closely with the Office Manager Lead located in Switzerland, but mainly support the Paris-based team on office-related operations, making sure the office runs smoothly and is a great place to work. The position is office-based. The position is part-time (60%). You are reliable, able to multitask, and adapt in a fast-paced environment, with excellent communication and time management skills. Some tasks listed will require physical work and/or time flexibility. What you will do * Support staff onboarding and offboarding * Welcome and greetings of visitors * Oversee and support all administrative duties in the office and ensure that office is operating smoothly * Organize staff travels including, flights, hotels, insurance, and budget compliance * Draft and follow up on the yearly office management operational budget * Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time. * Monitor service providers service level (Supervision of cleaning duties performed by service provider. Relaying instructions to cleaning staff.) * Manage office supplies inventory and place orders as necessary * Coordinate team lunches, place orders and process invoices. Increase portfolio of suppliers. * Manage stocks of food and drink supplies. * Identify opportunities for process and office management improvements. * Organizing, and participating to, office events on a regular basis and animate office life Job Requirements * Bachelor's degree in business administration, communications, hospitality or a related field * Work experience in an administrative/office management role * Fluent in English, both written and verbal * Must have exceptional attention to detail * Strong organizational and time management skills, and ability to prioritize * Must be a self-starter and result-driven. * Excellent communication and interpersonal skills * Strong problem-solving skills, complaint handling and analytical abilities * Proficient in technology, especially Microsoft Office applications. What We Offer * Work that Matters: millions of people trust Proton with their privacy. We answer only to our users — not advertisers, not investors with conflicting agendas, not governments. The work you do here is real, and the impact is measurable. (read more about our impact here) * Stock Options: at Proton, we all have the opportunity to be owners of the company. From day one, you have a real stake in what we're building. When Proton wins, you win. * Technology: you'll get the right hardware and the right software you need to do your best work. * Learning & Development: we invest in your growth because sharp people make us better. Proton is one of the fastest ways to accelerate your career because you'll be thrown into real challenges, with real ownership, from day one. * Employee Benefits: your wellbeing isn't an afterthought. We offer strong health coverage, solid retirement options, generous leave, and wellness support so you can bring your best self to work every day * In-Person Collaboration: Amazing things happen when passionate, smart, and purposeful people get together in the same room. With offices across Geneva, Zürich, Barcelona, London and more, you'll spend most of your time collaborating face-to-face with people who genuinely care about what they're building. * Food: Lunch and snacks are on us every day in our offices so you can focus on the work and not on what's for lunch. * Transport: getting to the office shouldn't cost you. We cover public transport, bike allowances, or parking, whichever works for you. * Flexible Working: you own your schedule. Set hours that work for you and your team — because outcomes matter more than when the clock says you started.   Proton does not accept unsolicited resumes from any sources other than directly from a candidate. Proton will not pay a fee for any placement resulting from the receipt of an unsolicited offer, even in a situation when the relevant candidate is employed by Proton. #LI-Onsite