Senior Workplace Operations Manager

At SimplePractice, we are improving access to quality care by equipping health and wellness clinicians with all the tools they need to thrive in private practice. More than 250,000 providers trust SimplePractice to build their business through our industry-leading software with powerful tools that simplify every part of practice management. From admin work to clinical care, our suite of innovative solutions work together to reduce administrative burden-empowering solo and small group practitioners to thrive alongside their clients. Award-winning and people-first, SimplePractice is shaping the future of health tech. Recognized by MedTech Breakthrough, the Digital Health Awards, and BuiltIn's Best Places to Work.

We believe in being distributed by design, in-person with intent - attracting the best talent regardless of location while investing strategically in meaningful physical touchpoints that reflect our values and support our people. The Senior Workplace Operations Manager is the person who makes that philosophy real.

This is a hands-on, execution-focused role for someone who is equally comfortable presenting a real estate recommendation to the executive team and walking a job site in Mexico City. The ideal candidate is a true owner and relentless driver - someone who builds the plan, manages the details, holds partners accountable, and never lets a deadline sneak up on the team. They bring strong financial and data fluency, sharp communication skills, and the operational discipline to keep complex, multi-workstream projects moving without losing sight of the end goal.

One of the most immediate priorities is driving the next phases of our CDMX office project - from lease negotiation through space planning, buildout, and move-in by May 2027. This role will own that project end to end while simultaneously managing our broader global real estate portfolio and distributed workplace programs.

This role is currently an individual contributor position with no direct reports, with potential to grow in scope as the function evolves.

Real Estate Strategy & Portfolio Management

• Build and maintain the financial, headcount, capacity, and space utilization analysis that drives major real estate decisions - including site selection, lease terms, and portfolio optimization - updated quarterly and presented to senior leadership
• Actively manage the company's global real estate portfolio - tracking all leases, co-working agreements, critical dates, renewals, and termination options to ensure the company is always negotiating from a position of preparation
• Serve as the internal facilities owner - the go-to resource for space needs, vendor escalations, and day-to-day operational issues across all geographies

Mexico City (CDMX) Office - Lease, Space Planning & Buildout

• Own the CDMX project end to end - drive lease negotiations to execution, lead space planning with the architect and designer, manage the full buildout through the PM firm and contractor network, and deliver a fully operational hybrid workplace by May 2027
• Conduct regular site visits and attend contractor and vendor meetings - staying close enough to the day-to-day reality of the project to catch issues before they become problems
• Personally manage all external partners - PM firm, broker, architect, and contractors - holding each accountable to scope, quality, timeline, and budget
• Deliver bi-weekly project status briefings to the Senior Director, People & Culture - covering milestones, upcoming decisions, risks, and budget summary; escalate critical issues immediately without waiting for scheduled check-ins

In-Person Gathering & Distributed Workplace

• Evaluate, recommend, and facilitate flexible co-working, pop-up, or on-demand workspace solutions in high-density employee regions - reviewed and updated semi-annually or as needed
• Partner with the Executive Assistant team on in-person gathering strategy - serving as the workplace and space design resource to ensure gatherings align with our physical touchpoint philosophy
• Pilot and evolve hub-based gathering programs - bringing a quarterly recommendation to leadership on new models for how and where our distributed teams come together

Operations, Budget & Vendor Management

• Partner with Procurement to manage vendor and partner relationships, conducting quarterly performance reviews and maintaining an always-current vendor tracker.
• Maintain the monthly budget report across all physical workplace initiatives - accurate forecasting, variance tracking, and a clear forward-looking financial view delivered to the Senior Director, People & Culture each month
• Own and maintain comprehensive project plans across all workplace initiatives - updated weekly and shared with relevant stakeholders as the single source of truth for timelines, owners, dependencies, and risks
• Ensure all physical spaces and events comply with local regulations, safety standards, and insurance requirements across all geographies

Senior Leadership Partnership

• Deliver a monthly real estate and workplace briefing to the ELT - covering portfolio status, CDMX project updates, budget summary, and upcoming decisions; materials should be concise, data-informed, and decision-ready

• 7+ years of hands-on experience in workplace operations, real estate, facilities management, or site operations - ideally within a remote-first or distributed organization; you have been in the weeds - personally executing vendor management, contractor oversight, budget tracking, site selection, lease negotiations, portfolio management, and buildouts - and you know how to drive every one of them to completion
• Workplace space planning experience - translating how teams work into physical environments that support collaboration, focus, and culture
• Exceptional project management discipline - rigorous project plans, relentless focus on deadlines, and the ability to manage multiple complex workstreams simultaneously without losing momentum
• Strong financial and data fluency - building and maintaining financial models, budget trackers, and utilization analyses that inform real decisions
• Executive communication skills - track record of delivering polished, concise, insight-driven briefings to senior and executive audiences
• A true owner mentality - full accountability, proactive communication, and relentless energy toward outcomes
• Comfortable operating in ambiguity across multiple geographies and time zones
• High proficiency with collaboration tools (Slack, Zoom, Google Workspace) and project management platforms

• Direct experience in real estate transactions in Mexico or Latin America
• Experience managing operations across multiple countries, particularly US, Mexico, DR, and/or Ukraine
• PMP, FMP, or equivalent certification
• Experience working within a People & Culture or HR organizational structure

We offer a competitive benefits program including:

• Medical, dental, vision, life & disability insurance
• 401(k) plan with company match
• Flexible Time Off (FTO), wellbeing days, paid holidays, and summer Fridays
• Mental health resources
• Paid parental leave & Backup Care
• Tuition reimbursement
• Employee Resource Groups (ERGs)

Thank you for your interest in opportunities at SimplePractice LLC ("SimplePractice" or "us" or "we" or "our"). Please note that when you submit your resume or application materials to us for employment purposes, you are subject to the SimplePractice California Job Applicant Privacy Notice.

For more information about our privacy practices, please contact us at privacy@simplepractice.com.

SimplePractice has been made aware of fraudulent job postings and unaffiliated third parties posing as our recruiting team. We do not have any affiliation or connection to these situations and only post open roles on our official Careers page (simplepractice.com/careers) and reputable job boards like our official LinkedIn or Indeed pages.

All official SimplePractice recruitment emails will be sent from the domains @simplepractice.com, no-reply@greenhouse.io or noreply@linkedin.com email addresses.

Examples of fraudulent domains include careers-simplepractice.com, simplepractices.com, and simplepractice.careers.

Please note that SimplePractice will never ask candidates or new hires for money or payment of any kind at any stage of the recruitment or onboarding process.