Office & Employee Experience Manager

Overview of the Role:

Machina Labs is a fast-growing advanced manufacturing and technology company building the future of metal forming. With a highly collaborative and innovative team, we are seeking an Office & Employee Experience Manager to serve as the central hub of our workplace.

This role owns the end-to-end office experience, ensuring seamless day-to-day operations while designing and delivering exceptional experiences for employees, candidates, and visitors. You will lead initiatives that shape company culture, elevate engagement, and create a workplace that reflects Machina Labs’ innovation and energy.

This is a highly visible role requiring strong judgment, autonomy, and the ability to independently prioritize and execute in a fast-paced environment.

Own the day-to-day office operations, ensuring a professional, organized, and high-functioning workplace, including oversight of vendors, facilities coordination, and workplace services.

• Serve as the primary point of contact for office vendors (facilities, janitorial, catering, office supplies, etc.), managing relationships, performance, and issue resolution.

• Manage office-related budgets, including meals, snacks, supplies, company swag and events; make recommendations and decisions on vendor selection and spend.

• Identify and implement improvements to office processes, vendor workflows, and workplace organization to increase efficiency and elevate the overall experience.

• Coordinate travel logistics as needed for executives, board members, employees, and candidates, ensuring a seamless and high-quality experience.

• Serve as the primary point of contact and host for all onsite visitors, customers, and candidates.

• Design and continuously improve a high-quality onsite interview experience, including logistics, hospitality, and coordination.

• Ensure compliance with company policies (e.g., ITAR, visitor protocols).

• Independently resolve issues and adjust processes to improve the overall experience.

• Lead the strategy and execution of company events and cultural initiatives, developing creative programs that strengthen employee engagement.

• Own internal event calendar and communications related to employee experience.

• Oversee company meals, snacks, and shared spaces to maintain a welcoming and energizing environment.

• Own and evolve the onsite onboarding documentation and experience, ensuring a smooth and engaging introduction for all new hires.

• Design onboarding touchpoints that reinforce company culture and operational readiness.

• Coordinate orientation logistics and continuously improve onboarding processes.

• Partner with HR & Talent Teams to support recruiting coordination, including scheduling and candidate communication.

• Support employee programs and initiatives as needed.

• Support employee safety programs through coordination of items such as safety shoe vouchers, safety glasses, and general workplace supplies.

• Partner with Facilities/EHS to help administer and communicate safety-related programs and initiatives.

• Help ensure employees have a smooth and supported experience with required workplace resources.

• Bachelor’s degree in Business Administration, HR, Communications, or related field preferred.

• 5+ years of experience in office management, workplace experience, HR coordination, or similar role (startup or fast-paced environment preferred).

• Proven experience managing vendors, budgets, and office operations with minimal oversight.

• Experience planning and executing events or employee engagement programs.

• Exposure to recruiting coordination or HR processes preferred.

• Experience in manufacturing or multi-site environments is a plus.

• Strong organizational and project management skills with the ability to independently prioritize and execute.

• Creative thinker with a passion for building engaging workplace experiences.

• Excellent interpersonal and communication skills.

• High level of discretion and professionalism.

• Proactive, resourceful, and solutions-oriented mindset.

• Ability to exercise sound judgment and make decisions in a dynamic environment.

• Proficiency in Microsoft Office and HR tools (e.g., Gusto, Rippling, BambooHR, etc.).