Workplace Manager in London

In this decade, the world will create Artificial General Intelligence. There will only be a small number of companies who will achieve this. Their ability to stack advantages and pull ahead will define the winners. These companies will move faster than anyone else. They will attract the world's most capable talent. They will be on the forefront of applied research, engineering, infrastructure and deployment at scale. They will continue to scale their training to larger and more capable models. They will create powerful economic engines. They will obsess over the success of their users and customers.

Poolside exists to be this company — to build a world where AI will be the engine behind economically valuable work and scientific progress.

Location: London or Lisbon · Full-time · Flexible – not in the office every day

About our team

We were founded in the US and have our home there, but our team is distributed across Europe and North America. We get our fix of in-person collaboration together each month for a week, usually in London and sometimes in other countries. We also do longer off-sites once a year. Our team is a multidisciplinary blend of research, engineering, and business experts. What unites us is our deep care for what we build together. We’re in a race that requires hard work, intellectual curiosity, and obsession; to balance this intensity, we’ve assembled a team of low ego and kind-hearted individuals who have built the special culture Poolside has. By building collaboratively and with intention, we create a compounding effect that moves the entire company forward towards our mission: reaching AGI through intelligence systems built for software development.

About the role

Poolside is a fully remote company. Once a month, the whole team meets in person for a week, usually in London and sometimes elsewhere. Between those weeks there's still a lot going on in our office: events, vendor visits, deliveries and the everyday things that keep a space running. That's why we need someone on the ground. Unlike most workplace roles, this one doesn't mean being in the office every day. You'll come in when it matters and work remotely the rest of the time, like everyone else at Poolside.

The role brings together two things: how Poolside works together in person, and how it feels to work here. You'll own our office, travel and on-sites. Working closely with our People leader, you'll also shape the culture, engagement and growth experiences that help our team thrive as we scale. You'll work with the whole company, from engineers to leadership, as well as external partners. To do that well you need a strong service mindset.

What you'll do

• Run day-to-day workplace operations: facilities, vendors, supplies, fruit and food deliveries, maintenance, and health & safety.
• Own and improve travel management: work closely with Finance and the wider company to make business travel smooth, cost-conscious and well supported.
• Own the logistics for our monthly on-sites: venues, accommodation, travel, catering and agendas, whether in London or abroad, so every on-site week runs smoothly.
• Manage relationships with the landlord, building management and external vendors, along with office budgets and contracts.
• Support onboarding and offboarding on the workplace side: access and equipment handover with IT.
• Bring our culture to life: create and look after the rituals, traditions and moments that make Poolside feel like Poolside, even as a remote team.
• Design and run engagement programs together with our People leader, from pulse checks and recognition to acting on what we hear.
• Design team on-sites and leadership sessions with our People leader and leadership team: formats, agendas and experiences that bring people together with purpose.
• Help build our development and growth fabric: learning sessions, workshops, mentoring and other programs that help people grow at Poolside.
• Shape the employee journey, from a memorable first day to milestones along the way.
• Plan and deliver team events and in-person moments that build connection.
• Build the processes we don't have yet: spot what's missing, set it up, and keep improving it as we grow.

What you'll bring

Must-haves:

• Hands-on experience across workplace, event management and people experience.
• Experience at a scaling company: you know how things change, and what breaks, as a team grows from 30 to 100, 200 and 300 people.
• An exceptional service mindset. You enjoy making things easy for other people and you take pride in the details.
• Comfort working where processes don't exist yet, plus the drive to build and improve them.
• Excellent written and spoken English.

You’ll also bring:

• Knowledge of UK health & safety requirements (nice to have for Lisbon-based candidates).
• A warm, approachable manner and great communication skills with internal teams and external stakeholders.
• Strong organisation, and calm when juggling competing priorities.
• Experience managing vendors and budgets.
• You've managed an office move or expansion.
• You've used workplace tools such as visitor management, desk booking or travel booking platforms.
• You've organised international events or offsites.

Process:

• Take-home assignment.
• People call.
• Final call.

Fully remote work & flexible hours.

37 days/year of vacation & holidays.

Health insurance allowance for you & dependents.

16 weeks of flexible, full-pay parental leave.

Well-being, always-be-learning & home office allowances.

Company-provided equipment.

Frequent team get-togethers.