Job description

ABOUT OPENLOOP OpenLoop was co-founded by CEO, Dr. Jon Lensing, and COO, Christian Williams, with the vision to bring care anywhere. Our telehealth support solutions are thoughtfully designed to streamline and simplify go-to-market care delivery for companies offering meaningful virtual support to patients across an expansive array of specialties, in all 50 states. About the Role OpenLoop’s mission is to bring care anywhere by powering telehealth solutions at scale. OpenLoop is looking for a full-time Workplace Operations Manager to join our team in Dallas, TX. In this role, you will own the daily operation of every OpenLoop physical office space and lead the office managers and administrators who run them. You'll serve as the workplace operations leader on the ground in Dallas, where key-members of our executive leadership team sit, while setting the standards, systems, and service-levels that every location follows. What You'll Do - Team Leadership & Multi-Site Operations: Serve as the direct leader of OpenLoop's office managers and administrators; own hiring, onboarding, coaching, scheduling, and performance for the workplace team; hold accountability for daily operations at each physical office space; establish consistent playbooks, service standards, and escalation paths across sites; run a regular cadence of site check-ins and reporting. - Executive & Board Support: Provide senior-level, executive-facing workplace support; meeting and offsite logistics, high-touch guest hosting, travel-day readiness, and white-glove preparation for c-suite-meetings, board meetings, client visits, and leadership gatherings; anticipate needs ahead of the ask and resolve issues discreetly and quickly. - Front of House & Guest Experience: Own the standard of welcome for guests, clients, and traveling employees across all offices; manage sign-in, badges, parking, and building access; keep lobbies and common spaces guest-ready; own pantry stocking, catering, beverage programs, and event setup/breakdown. - Building & Landlord Relationships: Act as primary contact with landlords and property management at each location; track maintenance tickets and escalate to vendors or leadership as needed; coordinate building access, after-hours HVAC, freight elevator, and deliveries; monitor lease compliance; lead emergency preparedness, including evacuation planning, first aid stations, and building security liaison. - Space Management & Seating: Own seating charts and desk occupancy across the office portfolio; manage wayfinding, signage, and office move logistics with IT and facilities vendors; plan and execute space refreshes, reconfigurations, and FF&E procurement; support new office openings, expansions, and closures. - Meeting Rooms & AV Technology: Own the room booking system and usage policy; ensure rooms are AV-ready and resolve scheduling conflicts; partner with IT on AV audits, preventative maintenance, real-time issue triage, new-hire hardware setup, and workplace technology pilots; coordinate logistics for large-format meetings, trainings, and executive offsites. - Vendor & Maintenance Management: Manage vendor relationships spanning janitorial, security, landscaping, pest control, kitchen/pantry, and more; own contracts, renewals, and performance; source vendors competitively, maintain the vendor registry, and process invoices via Zip/Ramp; build and maintain a preventative maintenance program covering assets at every office. - Office Supply, Mail & Onboarding: Own the office supply program, branded collateral inventory, and inbound/outbound mail and courier coordination across sites; partner with People Ops on Day 1 experience, including workstations, welcome kits, badges, parking, and orientation walkthroughs; support employee events and culture programming. - Health, Safety & Compliance: Maintain OSHA, fire code, and ADA compliance at each location; run regular safety inspections and manage first aid/AED supplies and emergency contact postings; ensure floor warden assignments are in place per building protocol. - Mail Services & Address Portfolio (Office & Industrial): Oversee physical and virtual mail collection across all locations; support leasing, renewals, and address changes; maintain the single source of truth for the facility/address portfolio, coordinating updates with Legal, Compliance, Credentialing, and Finance, and flagging licensing or renewal risks early. - Budget & Financial Stewardship: Manage the operating budget for facilities, supplies, vendors, and hospitality across the office portfolio; track actuals against plan monthly; identify cost-saving opportunities, process purchases/invoices via Zip/Ramp, and report variance to the Director of Workplace Operations. - Other duties as assigned. Who You Are - 5+ years of experience in corporate or senior executive-facing support, office management, senior events coordination, or logistics with a significant customer-facing component, in a 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 the ability to anticipate needs and solve problems independently. - Clear and professional communicator, both written and verbal, with sound judgment around confidential and executive-level information. - Comfortable working independently and leading cross-functional coordination in a fast-paced environment. - Experience managing vendors, contracts, and an operating budget. - Proficient in Microsoft Office Suite, Google Workspace, and Zoom or similar platforms. - Demonstrates a high level of customer service and strong attention to detail, ensuring both internal and external stakeholders feel valued and well-supported. - Willing and able to travel between OpenLoop office locations as needed. OUR BENEFITS In addition, for salaried positions you would also be eligible for: - Medical, Dental, and Vision plans - Flexible Spending/Health Savings Accounts - Flexible PTO - 401(k) + Company Match - Life Insurance, Pet insurance, and more OUR COMPANY We have a relatively flat organizational structure here at OpenLoop. Everyone is encouraged to bring ideas to the table and make things happen. This fits in well with our core values of Autonomy, Competence and Belonging, as we want everyone to feel empowered and supported to do their best work. Sound like a good fit? We’d love to meet you.

Requirements

Must-haves

Other duties as assigned.
Highly organized and detail-oriented, with strong time management and prioritization skills across competing sites and stakeholders.
Proactive and resourceful with the ability to anticipate needs and solve problems independently.
Clear and professional communicator, both written and verbal, with sound judgment around confidential and executive-level information.
Comfortable working independently and leading cross-functional coordination in a fast-paced environment.
Experience managing vendors, contracts, and an operating budget.
Proficient in Microsoft Office Suite, Google Workspace, and Zoom or similar platforms.
Demonstrates a high level of customer service and strong attention to detail, ensuring both internal and external stakeholders feel valued and well-supported.
Willing and able to travel between OpenLoop office locations as needed.
Sound like a good fit? We’d love to meet you.

Nice-to-haves

Experience leading or supervising administrative, office, or operations staff — including staff at other locations — strongly preferred.

Application prep

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Keywords to mirror

Platform: ashby
Effort: quick

Benefits

Benefits detected in the listing.

Dental

Vision

401(K)

Pto