Workplace Experience Manager (Full-time office based) Paddington, London

PolyAI automates customer service through lifelike voice assistants that let customers lead a conversation. Our voice assistants make it possible for businesses to deliver outstanding customer service that rivals their human agents. Our customers, which include the world’s leading logos, are expanding how they use our platform, driving automation of critical customer service operations and integrating PolyAI into their daily customer service workflows.

You will take end-to-end ownership of PolyAI’s office and workplace experience, with responsibility for creating an environment where people genuinely enjoy coming to work. Reporting to the VP of People, this role plays a central part in bringing our culture to life through space, experience and day-to-day execution, locally and across our global offices. This is a full-time, five days a week, in-office role with a global scope.

What you’ll be responsible for:

• Own the day-to-day running of the London Paddington office, ensuring it’s tidy, welcoming and well organised at all times.
• Act as the central point of ownership for PolyAI’s global offices (New York, Belgrade and San Francisco), working closely with local teams to ensure a positive, consistent workplace experience.
• Lead office inductions and support onboarding for new starters, ensuring a smooth and welcoming first experience of PolyAI, both locally and globally.
• Monitor, restock and order office snacks, drinks and supplies.
• Manage email, greet and support visitors (clients, providers, candidates), and act as the primary point of contact in the office.
• Liaise with global office providers, landlords and suppliers, managing relationships, contracts and service quality across locations.
• Regularly check in with teams in each location to understand office needs, resolve issues and proactively improve the workplace experience.
• Plan and execute office relocations, openings and logistical projects globally as needed.
• Continuously improve how our workplace scales as the company grows.

Culture, Connection & Engagement

• Map out, organise and deliver PolyAI’s global social, wellbeing and culture calendar, across both in-person and remote experiences.
• Own and coordinate PolyAI’s employee‑led affinity groups (ERGs) and community impact initiatives, working in partnership with group leads to support engagement and delivery.
• Partner closely with the People team to implement initiatives that support morale, connection and employee happiness.
• Create an office environment that reflects PolyAI’s values and encourages people to spend time together.

Budgets, Vendors & Platforms

• Develop, implement and oversee office‑related policies and procedures globally.
• Act as the Health & Safety representative, ensuring a safe, compliant and productive workplace.

What we’re looking for:

• Experience in office management, workplace experience, operations or a similar role.
• Experience in a fast‑growing startup or scale‑up environment.
• Passion for creating spaces where people feel welcome, supported and energised.
• A natural host. Warm, approachable and confident in dealing with people at all levels.
• Highly organised, proactive and comfortable owning multiple moving parts.
• A strong sense of ownership, with end‑to‑end responsibility for the workplace experience and follow‑through on issues to resolution.
• Clear bias for action, demonstrated through initiative, sound judgement and willingness to improve things.
• Comfortable being hands‑on, owning day‑to‑day office tasks as well as planning and delivering larger workplace initiatives.
• Strong judgement when balancing employee experience with budgets and practicality.

Why join PolyAI:

• A role with real ownership and visibility across the business.
• The opportunity to shape culture in a growing, global tech company.
• A collaborative People team and leadership group that values great employee experience.
• A workplace where details matter and your work is felt every day.

Benefits:

• Participation in the company’s employee share options plan.
• Tenure‑Based PTO: You will receive 25 holidays when you join and will gain an additional 1 day after 2 years of service, then 1 day each year until capped at 32 holidays.
• TELUS Health EAP 24/7 – offers you and your chosen family confidential, judgment‑free support for any work, health, or life challenge.
• Annual learning and development allowance.
• One‑off WFH allowance when you join.
• Company‑funded fertility and family‑forming programmes.
• Private healthcare and dental cover, discounts on gym memberships and relaxation apps, and access to a range of mental health programs.
• Sabbatical Program: 5‑week paid sabbatical available after 5 years of employment.

Values:

• Only the best – We expect the best from our people, we hire people that expect the best from themselves, and we nurture this drive for excellence.
• Ownership – We care deeply about what we do. We take ownership of our initiatives, decisions and outcomes.
• Relentlessly improve – We demand more from ourselves and are always evolving. Continuous, obsessive improvement is the only way we will transform the world of conversational AI.
• Bias for action – Our world moves quickly and so do we. We take calculated risks and we deliver impact fast.
• Disagree and commit – We are all working toward the same goal. If we don’t agree with something, we work hard to understand it and when a decision is made, we accept it and give it our all.
• Build for people – We want the world to enjoy the experiences they have with us. We are building for a future that prefers automation.

PolyAI is proud to be an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions at PolyAI will be based on the business needs without attention to ethnicity, religion, sexual orientation, gender identity, family or parental status, national origin, neurodiversity status or disability status.