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OpenLoop is a telehealth platform founded by Dr. Jon Lensing and COO Christian Williams, designed to bring care anywhere by powering virtual care delivery solutions at scale across all 50 states.
You will serve as the Workplace Operations Manager, owning the daily operations of OpenLoop's physical office portfolio with primary responsibility for the Dallas headquarters. You will lead the office managers and administrators across multiple locations, establishing consistent standards, systems, and service levels.
Key responsibilities include:
**Team Leadership & Multi-Site Operations**: Direct leadership of office managers and administrators; hiring, onboarding, coaching, scheduling, and performance management; accountability for daily operations at each physical location; establishing playbooks and escalation paths; regular site check-ins and reporting.
**Executive & Board Support**: Senior-level, executive-facing workplace support including meeting logistics, offsite coordination, high-touch guest hosting, travel preparation, and white-glove service for c-suite meetings, board meetings, and client visits.
**Guest Experience & Front of House**: Ownership of welcome standards across all offices; management of sign-in, badges, parking, and building access; maintaining guest-ready lobbies and common spaces; pantry stocking, catering, beverage programs, and event logistics.
**Building & Landlord Relations**: Primary contact with landlords and property management; tracking maintenance tickets; coordinating building access, HVAC, freight logistics, and deliveries; monitoring lease compliance; leading emergency preparedness and security liaison.
**Space Management & Seating**: Ownership of seating charts and desk occupancy; wayfinding and signage; office move logistics with IT and facilities vendors; planning space refreshes, reconfigurations, and FF&E procurement; supporting new office openings and closures.
**Meeting Rooms & AV Technology**: Room booking system management and policy enforcement; AV readiness and scheduling conflict resolution; partnership with IT on AV audits, maintenance, hardware setup, and technology pilots.
**Vendor & Maintenance Management**: Management of vendor relationships (janitorial, security, landscaping, pest control, kitchen); contract ownership, renewals, and performance tracking; competitive sourcing; preventative maintenance program development.
**Office Supply, Mail & Onboarding**: Office supply program and branded collateral inventory; mail and courier coordination; partnership with People Ops on Day 1 experience including workstations, welcome kits, badges, and orientation.
**Health, Safety & Compliance**: OSHA, fire code, and ADA compliance maintenance; regular safety inspections; first aid/AED supply management; floor warden assignments.
**Mail Services & Address Portfolio**: Oversight of physical and virtual mail collection; support for leasing and address changes; maintenance of facility/address portfolio as single source of truth; coordination with Legal, Compliance, Credentialing, and Finance.
**Budget & Financial Stewardship**: Management of operating budget for facilities, supplies, vendors, and hospitality; monthly tracking of actuals against plan; cost-saving identification; purchase and invoice processing via Zip/Ramp; variance reporting.
**Requirements**:
- 5+ years of experience in corporate or senior executive-facing support, office management, senior events coordination, or logistics with significant customer-facing component in multi-faceted, fast-paced environment
- Experience leading or supervising administrative, office, or operations staff—including staff at other locations—strongly preferred
- Highly organized and detail-oriented with strong time management and prioritization skills across competing sites and stakeholders
- Proactive and resourceful with ability to anticipate needs and solve problems independently
- Clear and professional communicator (written and verbal) with sound judgment around confidential and executive-level information
- Comfortable working independently and leading cross-functional coordination in fast-paced environment
- Experience managing vendors, contracts, and operating budgets
- Proficient in Microsoft Office Suite, Google Workspace, and Zoom or similar platforms
- High level of customer service and strong attention to detail
- Willing and able to travel between OpenLoop office locations as needed
