Workplace Operations Lead at Navan

<p class="p1">The Workplace Team is seeking an experienced <strong>Workplace Operations Lead</strong> to&nbsp;oversee and evolve our operations in New York, with additional operational support for&nbsp;our Boston site. This role is responsible for the operational excellence of our New York&nbsp;office while driving the development and maintenance of our global workplace&nbsp;standards.&nbsp;The role balances the management of a high-energy office with vendor governance,&nbsp;financial accountability, and project leadership. The position requires a strategic thinker&nbsp;with a hands-on approach to problem-solving and a proven track record of managing&nbsp;complex workplace operations and documentation at scale.&nbsp;</p> <p class="p1"><strong>This is an essential role with a requirement to be in the office 5 days a week, based in New York City.</strong></p> <p><strong>What You'll Do:<br></strong></p> <p class="p1"><strong>Facilities and Vendor Management</strong></p> <p class="p1">●&nbsp;Own end-to-end facilities operations across sites, overseeing both hard and soft&nbsp;services (HVAC, plumbing, janitorial) with a focus on proactive maintenance and&nbsp;rapid resolution of issues.<br>● Act as the primary point of contact with building management for all&nbsp;building-related issues, and onsite coordination.<br>● Source, negotiate, and manage local service providers (including catering, pantry, and janitorial) while optimizing these partnerships for cost-efficiency, high service quality, and the ability to scale.<br>● Implement a proactive preventative maintenance calendar to identify and resolve&nbsp;building system issues before they disrupt the team.<br>● Oversee the physical upkeep and aesthetics of the workspace, ensuring all&nbsp;furniture, fixtures, and equipment are in excellent condition.<br>● Ensure full compliance with all local health and safety regulations, including&nbsp;OSHA standards and site specific building codes.<br>● Manage and oversee emergency preparedness protocols, including emergency&nbsp;response plans and the coordination of.</p> <p class="p1"><strong><br>Operational Excellence</strong></p> <p class="p1">● Refine internal operating systems, including the streamlining of workflows for workplace requests, procurement, and ticketing across sites.<br>● Maintain Site Playbooks ensuring all local standard operating procedures (SOPs)&nbsp;are documented, formatted, and accessible to the team.<br>● Own the annual OpEx budgets by monitoring expenditures and performing&nbsp;monthly forecasting to ensure all regional spending remains within budget.<br>● Deliver data-driven insights to leadership on site performance, risks, and&nbsp;opportunities to ensure informed decision-making.</p> <p class="p1"><strong>Space Planning</strong></p> <p class="p1">● Manage the physical layout of the office, including seating assignments, desk configurations, and headcount growth planning across sites.<br>● Lead the execution of office projects such as moves, minor renovations, or relocations, ensuring all physical setups are completed on schedule and within budget.<br>● Analyze office utilization and occupancy data to provide leadership with insights on how the space is used and where improvements can be made.</p> <p><strong><br>Team Management and Collaboration<br><br></strong>●<strong> </strong>Manage local team members and provide guidance and support within the region&nbsp;to foster a collaborative environment and ensure alignment with workplace&nbsp;objectives.<br>●<strong> </strong>Serve as the primary liaison between regional and global teams to maintain clear&nbsp;lines of communication and ensure local needs are represented in global&nbsp;strategy.<br><strong>● </strong>Collaborate with site partners and stakeholders to ensure workplace operations&nbsp;seamlessly support departmental goals, from employee experience to fiscal&nbsp;compliance.<br><strong><br>Employee and Visitor Experience<br><br></strong>●&nbsp;Provide consistent and transparent communication to the office regarding&nbsp;workplace changes, initiatives, and building updates.<br>● Act as the primary workplace point of contact for new hires, managing the&nbsp;physical onboarding process and integrating them into the office environment.<br>● Maintain a high-touch feedback loop with employees to identify and resolve pain&nbsp;points related to the office environment and well-being.<strong><br></strong></p> <p class="p2"><strong><br>What We're Looking For:</strong></p> <ul class="ul1"> <li class="li2">Bachelor's degree with 5+ years of experience in workplace operations or facilities management, with a proven track record in a "Lead" or "Senior" capacity.</li> <li class="li2">Proven ability to independently oversee operations across multiple locations, with a track record of balancing high-stakes site needs with regional strategic goals.</li> <li class="li2">Direct experience managing office budgets and spending, including OpEx&nbsp;forecasting and vendor-related financial reconciliation.</li> <li class="li2">Strong operational knowledge of facilities management, including coordinating&nbsp;hard and soft services, managing landlord relations, and navigating building&nbsp;protocols.</li> <li class="li2">Advanced organizational skills with experience in process documentation and&nbsp;maintaining internal wikis or standard operating procedures.</li> <li class="li2">Demonstrated success in vendor negotiation, including managing contracts and&nbsp;service-level agreements for both hard and soft services.</li> <li class="li2">Proficiency with G-Suite, Slack, and project management tools like Jira or Asana;&nbsp;familiarity with data analysis for office utilization is a plus.</li> <li class="li2">A proactive leader who can work autonomously to solve high-stakes problems&nbsp;while collaborating effectively with a global team.</li> </ul><div class="content-pay-transparency"><div class="pay-input"><div class="description">The posted pay range represents the&nbsp;anticipated&nbsp;low and high end of the compensation for this position and is subject to change based on business need. To determine a successful candidate’s starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate’s skills and experience, market demands, and internal parity.<br><br>For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets. Candidates may receive more information from the recruiter.</div><div class="title">Pay Range</div><div class="pay-range"><span>$61,650</span><span class="divider">&mdash;</span><span>$137,200 USD</span></div></div></div>