PhysicsX

Office Manager

New York · Contract

H1B sponsorship available$100k-$125kDetected 15 days ago

RESTLogisticsCadenceControlsCommunicationCollaborationOrganizational Skills

About the role

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.

Responsibilities

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
Maintain accurate records including asset registers, contractor logs, and compliance documentation
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
Maintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures
Support the onboarding of new joiners with office orientation, access setup, and induction logistics
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

Requirements

Proven experience in an office management, facilities, or workplace operations role
Experience managing vendors and contractors, with an eye for quality and service standards
Experience managing or supervising others is desirable

Compensation

Estimated salary for this role is $100,000 - $125,000 depending on experience.

Benefits

🚀 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.
🏥 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.
💳 Flexible Spending Account (FSA) - set aside pre-tax dollars for eligible healthcare expenses.
We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity.
Manage office consumables, supplies, and vendor relationships - placing orders and tracking stock levels
Support colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queries
Health, Safety & Compliance
Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements
Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services

Company info

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.
Oversee facilities-related tasks including repairs, equipment maintenance, and general upkeep
Assisting with other ad-hoc cross functional projects when necessary
Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment
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 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).
Champion employee experience initiatives, actively seeking feedback and identifying improvements
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

Visa & Work Authorization

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This listing is sourced directly from PhysicsX's careers page and normalized into a canonical job model.