Workplace Manager - San Francisco, CA

At Vanta, our mission is to help businesses earn and prove trust. We believe that security should be monitored and verified continuously, and we empower companies to practice better security and prove it with ease. Vanta has a kind and talented team, and while some have prior sec ...

Job description

At Vanta, our mission is to help businesses earn and prove trust. We believe that security should be monitored and verified continuously, and we empower companies to practice better security and prove it with ease. Vanta has a kind and talented team, and while some have prior security experience, many have been successful at Vanta without it.

As Vanta's NAMER Workplace Manager, you will own and oversee the day-to-day operations, programs, and facilities management of our growing San Francisco HQ while also driving strategic initiatives across our global Workplace team. Reporting to the Head of Real Estate, the NAMER Workplace Manager will oversee our San Francisco, New York, and Sydney offices but partner closely with the Head of Real Estate and regional Workplace Managers to set the global vision for Vanta Workplace.

We put our customers first; and on the Workplace team, we put Vanta'ns first by creating spaces and systems that empower Vanta'ns to do the best work of their careers. Our offices are growing quickly, and you'll play a critical role in shaping how our teams experience our offices as we continue to expand. You will lead key programs and cross-functional projects that elevate Workplace operations to ensure consistency, excellence, and scalability across our global portfolio, whilst maintaining our successful team culture. We're looking for a strategic, nimble operator who can deliver exceptional Workplace operations today while helping define and execute the vision for our global portfolio in the years ahead.

The ideal candidate for this role will have proven experience quickly scaling regional Workplace operations and managing offices sized 40,000+ square feet. They will operate with a high sense of ownership and attention to detail, as passionate about delivering day-to-day operational excellence as strategizing for an innovative, best in class workplace experience.

What you'll do as the NAMER Workplace Manager at Vanta:

• Own and oversee the day-to-day operations of our San Francisco HQ, leverage a Workplace Coordinator and additional staff to execute operational tasks and ensure an exceptional employee experience. This includes:

• Serving as the senior, in-person point of contact for all SF office needs and escalations, while delegating routine operational workflows to the Workplace Coordinator and other onsite support.

• Ensuring our San Francisco HQ operates smoothly through oversight of facilities maintenance, repairs, vendor performance, budget alignment, and daily Workplace systems.
• Monitoring office conditions, ensuring issues are flagged and escalated appropriately, and partnering with building management to drive timely resolution.
• Overseeing and optimizing vendor relationships—ensuring SLAs are met, identifying areas for improvement, and troubleshooting vendor-related issues.
• Ensuring office equipment, IT & AV systems are in good working order and partnering with the IT team to resolve issues.
• Overseeing our food, pantry, and beverage programs, including monitoring usage, proposing improvements, and scaling programs as we grow.
• Overseeing office access and refining our "front of house" protocols in partnership with the Workplace and Security teams as needed.

• Continuously assessing and iterating on internal policies and processes to maximize operational and team efficiency while also providing a top-notch Workplace experience for our team

• Drive NAMER Workplace programs and culture-building initiatives, with a focus on SF and NYC:

• Oversee the planning and execution of SF and NYC Workplace programming, including recurring events, culture activations, and special in-office moments (including monthly happy hours, our large summer and holiday celebrations, and additional events and in-office pop-ups).

• Support and advise local team members to curate Workplace-sponsored, Vanta'n-driven programs that enrich culture, create connection, and encourage office attendance.
• Partner with Internal Events and IT on hosting internal team onsites and company-wide events (i.e. our monthly all hands) in our offices

• Partner with Marketing to support external customer-facing events held in our offices, revising and enforcing internal SLAs as needed to ensure event success.

• Support global programming and policy development across NAMER and APAC:

• Collaborate with the Head of Real Estate and regional Workplace Managers to set the overarching Workplace vision, strategy, and operational standards across SF, NYC, and APAC (Sydney).

• Help develop, ship, and ensure global execution of Workplace policies, including facilities, security, guest experience, employee experience, Workplace programming, culture events, and food & pantry programs.

• Drive global Workplace OKRs/KPIs and contribute to cross-functional programs and special projects that advance Workplace consistency and excellence across Vanta's portfolio. Source, vet, and onboard Workplace vendors that support global growth and operational scalability.

• Support and lead Workplace projects as needed:

• Serve as the on-site operational lead for large-scale projects such as the buildout and delivery of two new floors at our SF HQ.

• Support future site evaluations, and office renovations or openings in partnership with the Head of Real Estate.
• Partner with regional Workplace teams and Site Leads to build site-specific programming, processes, and systems that improve functionality, culture, and office attendance across key locations.

How to be successful in this role:

• 4+ years of experience with workplace, office, or facilities management, including experience developing and executing workplace and facilities programs
• Prior facilities management experience with 40,000+ square foot floorplates strongly preferred
• Experience designing and executing employee programming and events.
• Experience supporting or managing office build-outs or renovation projects preferred.
• Operate with a high sense of ownership and attention to detail.
• Have excellent organizational, administrative, project management, and problem solving skills.
• Have excellent professional verbal and written communication skills and be able to communicate with team members across all levels effectively.
• Confident with technology and able to pick up new systems quickly. Have working knowledge of G-Suite (for calendar, email, and docs), Slack, and Zoom are a must. Previous experience working in Jira or other ticketing and project management software systems preferred.
• Be able to leverage the tools at hand to drive your workflow.
• Have a positive, can-do attitude and enjoy working collaboratively with your team and cross-functional partners
• Experience managing Workplace teams (i.e. Workplace Coordinators, porters, janitorial staff) preferred
• Open to using AI to amplify their skills and strengthen their work - demonstrating curiosity, a willingness to learn, and sound judgment in applying AI responsibly to improve efficiency and impact

This is an on-site role at our SF office in the Financial District.

What you can expect as a Vanta'n:

• Industry-competitive salary and equity
• Comprehensive medical, dental, and vision coverage, with 100% of employee-only benefit premiums covered for most medical plans
• 16 weeks fully-paid Parental Leave for all new parents
• Health & wellness stipend
• Remote workspace, internet, and cellphone stipend
• Commuter benefits for team members who report to the SF and NYC office
• Family planning benefits
• Matching 401(k) contribution with immediate vesting
• Flexible PTO policy, plus 80 hours of Sick Time
• 11 company-paid holidays
• Virtual team building activities, lunch and learns, and other company-wide events
• Offices in SF, NYC, London, Dublin, Tel Aviv, and Sydney

To provide greater transparency to candidates, we share base pay ranges for all US-based job postings regardless of state. We set standard base pay ranges for all roles based on function, level, and country location, benchmarked against similar-stage growth companies. Final offer amounts are determined by multiple factors and may vary based on candidate location, skills, depth of work experience, and relevant licenses/credentials.

At Vanta, we are committed to hiring diverse talent of different backgrounds and as such, it is important to us to provide an inclusive work environment for all. We do not discriminate on the basis of race, gender identity, age, religion, sexual orientation, veteran or disability status, or any other protected class. As an equal opportunity employer, we encourage and welcome people of all backgrounds to apply.
About Vanta
We started in 2018, in the wake of several high-profile data breaches. Online security was only becoming more important, but we knew firsthand how hard it could be for fast-growing companies to invest the time and manpower it takes to build a solid security foundation. Vanta was inspired by a vision to restore trust in internet businesses by enabling companies to improve and prove their security. From our early days automating security monitoring for compliance standards like SOC 2, HIPAA and ISO 27001 to creating the world's leading Trust Management Platform, our vision remains unchanged.

Now more than ever, making security continuous—not just a point-in-time check— is essential. Thousands of companies rely on Vanta to build, maintain and demonstrate their trust— all in a way that's real-time and transparent.