Office Manager

About us

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.

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).

Key Responsibilities

Office Operations

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

Oversee facilities-related tasks including repairs, equipment maintenance, and general upkeep

Manage office consumables, supplies, and vendor relationships — placing orders and tracking stock levels

Maintain accurate records including asset registers, contractor logs, and compliance documentation

Support colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queries

Assisting with other ad-hoc cross functional projects when necessary

Employee Experience

Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment

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

Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services

Champion employee experience initiatives, actively seeking feedback and identifying improvements

Health, Safety Compliance

Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements

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

Maintain H S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures

Liaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-site

Support the onboarding of new joiners with office orientation, access setup, and induction logistics

Access Control Security

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

Conduct regular access audits and escalate any anomalies or concerns to the Workplace Lead

Knowledge Management

Own and maintain all office-related pages in Notion, ensuring information is accurate, up to date, and useful for employees — including office guides, building access, amenities, visitor information, and seating plans

Keep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools…