Workplace Operations Manager

About Us

At Hayden AI, we are on a mission to harness the power of computer vision to transform the way transit systems and other government agencies address real-world challenges.

From bus lane and bus stop enforcement to transportation optimization technologies and beyond, our innovative mobile perception system empowers our clients to accelerate transit, enhance street safety, and drive toward a sustainable future.

As the Workplace Operations Manager at Hayden AI, you will be the operational backbone of our physical workplaces, ensuring our offices run smoothly so our teams can focus on building the future of intelligent transportation. In this role, you will own end-to-end facilities operations for our San Francisco headquarters and support our growing New York City office, New Jersey office and Los Angeles office, while directly managing one Front Desk Office Specialist. You will report into the Chief People Officer and work closely with IT, Finance, and the broader People team. We are looking for a proactive, service-oriented operator who takes pride in the details, thrives in a fast-moving environment, and brings strong vendor management skills and sound judgment to everything they do. This position is based in San Francisco and is fully on-site 5 days a week given the hands-on nature of the role.

Responsibilities

• Serve as the primary point of contact for all facilities-related requests, managing the Facilities email inbox and triaging issues from employees and vendors in a timely manner.
• Oversee day-to-day operations of the SF headquarters and support the NYC, New Jersey and LA Offices, ensuring all locations are safe, clean, well-stocked, and functioning at all times.
• Manage kitchen and office supply procurement, including oversight of the company Amazon Business account; monitor spend and identify cost-saving opportunities.
• Maintain office equipment, furniture, and common areas; coordinate repairs and maintenance with vendors and building management.
• Manage employee badge and access control systems, including onboarding/offboarding access, troubleshooting, and coordination with IT.
• Source, onboard, and manage vendor and contractor relationships across cleaning, maintenance, security, catering, and other facility services.

Fleet & Vehicle Management

• Oversee the company vehicle fleet, including scheduling maintenance, managing registrations, insurance, and compliance requirements.
• Track vehicle usage, mileage, and condition; coordinate repairs and inspections with vendors and service providers.
• Establish and enforce vehicle use policies, ensuring safe and appropriate use by employees.
• Manage relationships with fleet vendors, rental providers, and automotive service partners.
• Vendor & Contract Management
• Negotiate service agreements and ensure vendors are delivering against SLAs and within budget.
• Act as the primary liaison with building management and landlord contacts for SF, NYC, New Jersey and LA offices.

Safety & Compliance

• Maintain and update emergency preparedness plans, including evacuation procedures and incident response protocols.
• Track CPR/First Aid certifications for office staff; ensure first aid kits and safety equipment are stocked and up to date.
• Ensure the office remains compliant with local health, safety, and building code requirements.
• Directly manage and develop one Office Specialist, providing day-to-day guidance, prioritization support, and ongoing feedback.
• Foster a collaborative, positive team dynamic within the facilities function.

Employee Experience & Events

• Partner with the People team on new hire onboarding logistics, including workspace setup, badge access, and office orientation.
• Proactively solicit employee feedback and implement improvements to the office experience.

Travel Requirements

• Position requires occasional travel between SF, NYC, New Jersey and LA offices as needed.
• Travel may include regional trips for office operations, vendor meetings, or fleet-related matters.

Required Qualifications

• 5-7 years of experience in facilities management, office operations, or a related field, preferably at a fast-growing technology company.
• Strong vendor management and negotiation skills; demonstrated ability to manage procurement and budgets.
• Experience with access control and building management systems
• Highly organized, self-directed, and service-oriented; comfortable being on-call for urgent facility issues.
• Proven ability to lead and develop at least one direct report.
• Exercises sound judgment and integrity in managing company resources.

Preferred Qualifications

• Experience supporting multi-office operations across multiple cities or regions.
• Prior fleet or vehicle management experience.
• Bachelor's degree in Business, Facilities Management, or a related field; equivalent experience will be considered.