Office & Workplace Experience Manager

Job Description – Office & Workplace Experience Manager

Location: Chicago, IL (5 days in-office)

Reports To: VP, Human Resources

Manages: No direct reports 

Role Level: Manager

Salary Range: $62K-$70K

Position Summary

As Pioneer Aero Supply continues its rapid growth, global expansion, and celebrated track record, fueled by our winning mentality, recognition as number 17 on Crain’s Chicago Business Fast 50, four-time Inc. 5000 wins, and official Great Place to Work certifications, this role ensures that our physical business environment remains consistent, high-quality, and high-energy.

The Office & Workplace Experience Manager is a cohesive collaborator and the ultimate owner of the Pioneer physical environment, protecting the team’s focus by ensuring the office runs seamlessly. Because this role requires constant hands-on oversight of the physical office condition, direct vendor coordination, real-time visitor support, supply monitoring, and immediate onboarding logistics, it requires a full-time, 5 days in-office physical presence. This leader handles everything from facilities and logistics to culture execution with Urgency and Profit Focus. By owning operational excellence and maintaining full accountability over workplace standards, this leader enables HR and senior leadership to remain focused on global strategy and scaling the business responsibly and sustainably.

Key Responsibilities

Workplace Standards & Accountability Enforcement (Role Authority)

• Serve as the definitive owner and enforcement authority of the corporate office environment, to hold employees, vendors, and managers professionally accountable to company standards.
• Establish, communicate, and enforce strict protocols for:
  • Kitchen Cleanliness: Daily reset expectations, appliance usage, and shared space respect.
  • Conference Rooms: Reset expectations post-meeting (chairs, whiteboards, tech alignment).
  • Guest Experience: Standardized front-desk greeting, building access routing, and hospitality.
  • Seating Chart Discipline: Managing floor compliance and unauthorized desk shifting.
  • Office Supplies: Streamlining and enforcing the official request and distribution process.
  • FOB/Access Rules: Enforcing security protocols, badge compliance, and replacement rules.
  • Onboarding Readiness: Holding internal stakeholders to hard deadlines for new hire prep.
• Professionally address deviations from office standards directly with team members and managers, escalating repeated or unresolved compliance issues through HR when necessary.

Workplace Logistics & Access

• Own the reception area, mail/scanning/shredding, and the seating chart for each floor.
• Manage nameplate printing and professional office signage.
• Support the Sr. HR Manager with laptop distribution/collection and completely own the FOB access point system.
• Model Pioneer’s values, trust-building, leadership, and cross-functional collaboration.

Facilities, Safety & Vendor Control

• Serve as the primary point of contact (POC) for the building, cleaning crews, lease-related matters, and maintenance vendors.
• Perform daily and weekly facility inspections including lightbulbs, working equipment, gym, and fridge filters to ensure optimal operating conditions.
• Partner with the Warehouse Manager on emergency action plans and exit routes to ensure workplace safety compliance and 9120/5S standards.
• Manage overall office spend and hold vendors (cleaning, catering, maintenance) accountable to strict service level agreements (SLAs) to ensure Pioneer achieves maximum value.

Kitchen, Supplies & Budget Management

• Own the complete "Food & Beverage" experience across the office.
• Manage weekly catering, Costco/Amazon ordering, and kitchen inventory within designated budget constraints.
• Audit procurement workflows for data accuracy and budget accountability.
• Work with the Warehouse management team on 5S standards across the entire facility.

Culture, Communication & Engagement

• Act as the designated "Volunteer and Wellness Ambassador" for the corporate location.
• Flawlessly execute the monthly newsletter, kitchen/legal postings, and logistical support for Town Halls and team-building activities.
• Partner with HR leadership on maintaining a positive, globally inclusive workplace environment.

Qualifications

• 4+ years of office management, corporate facilities coordination, or workplace hospitality experience required (8+ years of general professional experience a plus).
• Demonstrated backbone and professional diplomacy: Proven ability to establish workplace boundaries, enforce policies, and hold cross-functional professionals and vendors accountable.
• Experience managing vendors, balancing operational budgets, and developing process improvements.
• Strong written communication skills and the ability to draft newsletters, office procedures, and facility guidelines confidently.
• Ability to guide and support leaders through workplace shifts, organizational logistics, and space planning.
• A high-energy, proactive mindset that naturally balances a people-first care approach with Urgency and Profit Focus.
• Aerospace/aviation industry experience or familiarity with fast-growing distribution environments is a plus.

Success Will Look Like

• The corporate environment runs reliably and proactively, consistently maintaining a 5-star office standard of cleanliness, safety, and operational readiness.
• Workplace standards (kitchen, conference rooms, seating discipline) are well-respected across the company due to clear communication and firm, professional boundary enforcement.
• Onboarding readiness deadlines are met flawlessly by all departments, ensuring new hires have an optimized desk space, nameplate, and active FOB access before arrival.
• Culture logistics, Town Halls, and newsletter distribution drive measurable improvements in workplace connection and retention.
• The Office & Workplace Experience Manager is a highly trusted resource to managers, an essential building POC, and a respected voice for employee environment needs.
• The HR leadership team is elevated into strategic focus and global alignment work because daily operations run seamlessly without structural friction or constant complaints.

Why Join Pioneer Aero Supply

This is a high-visibility opportunity to drive workplace experience, culture, and operational execution at a fast-growing global aviation company. Driven by a fierce winning mentality and recognized by our Inc 5000 wins and Great Place to Work certifications, you will directly shape how people experience work here every single day and grow into broader leadership as our future scales.