Workplace Manager; office based

Workplace Experience Manager (Full-time office based)

PolyAI automates customer service through lifelike voice assistants that let customers lead a conversation. Our voice assistants make it possible for businesses to deliver outstanding customer service that rivals their human agents. Our customers, which include the world’s leading logos, are expanding how they use our platform, driving automation of critical customer service operations and integrating PolyAI into their daily customer service workflows.

You will take end-to-end ownership of PolyAI’s office and workplace experience, with responsibility for creating an environment where people genuinely enjoy coming to work. Reporting to the VP of People, this role plays a central part in bringing our culture to life through space, experience and day-to-day execution, locally and across our global offices.

This is a full-time, five days a week, in-office role with a global scope.

• Own the day-to-day running of the London Paddington office, ensuring it’s tidy, welcoming and well organised at all times.
• Act as the central point of ownership for PolyAI’s global offices (New York, Belgrade and San Francisco), working closely with local teams to ensure a positive, consistent workplace experience.
• Lead office inductions and support onboarding for new starters, ensuring a smooth and welcoming first experience of PolyAI, both locally and globally.
• Monitor, restock and order office snacks, drinks and supplies.
• Manage email, greet and support visitors (clients, providers, candidates), and act as the primary point of contact in the office.
• Liaise with global office providers, landlords and suppliers, managing relationships, contracts and service quality across locations.
• Regularly check in with teams in each location to understand office needs, resolve issues and proactively improve the workplace experience.
• Plan and execute office relocations, openings and logistical projects globally as needed.
• Continuously improve how our workplace scales as the company grows.

• Map out, organise and deliver PolyAI’s global social, wellbeing and culture calendar, across both in-person and remote experiences.
• Own and coordinate PolyAI’s employee-led affinity groups (ERGs) and community impact initiatives, working in partnership with group leads to support engagement and delivery.
• Partner closely with the People team to implement initiatives that support morale, connection and employee happiness.
• Create an office environment that reflects PolyAI’s values and encourages people to spend time together.

• Develop, implement and oversee office-related policies and procedures globally.
• Act as the Health & Safety representative, ensuring a safe, compliant and productive workplace.

• Experience in office management, workplace experience, operations or a similar role.
• Passion for creating spaces where people feel welcome, supported and energised.
• A natural host. Warm, approachable and confident in dealing with people at all levels.
• Highly organised, proactive and comfortable owning multiple moving parts.
• A strong sense of ownership, with end-to-end responsibility for the workplace experience and follow-through on issues to resolution.
• Clear bias for action, demonstrated through initiative, sound judgement and willingness to improve things.
• Comfortable being hands‑on, owning day-to-day office tasks as well as planning and delivering larger workplace initiatives.
• Strong judgement when balancing employee experience with budgets and practicality.

• A role with real ownership and visibility across the business.
• The opportunity to shape culture in a growing, global tech company.
• A collaborative People team and leadership group that values great employee experience.
• A workplace where details matter and your work is felt every day.

We offer competitive compensation based on experience, expertise, and the level of responsibility. This role also includes equity, giving you the opportunity to share in the long-term success of the business. The listed expectations…