Workplace Specialist

WHY HARVEY At Harvey, we’re transforming how legal and professional services operate. By combining frontier agentic AI, an enterprise-grade platform, and deep domain expertise, we’re reshaping how critical knowledge work gets done for decades to come. This is a rare chance to help build a generational company at a true inflection point. We have strong product-market fit and world-class investor support. We’re scaling fast and defining a new category in real time. The work is ambitious, the bar is high, and the opportunity for growth — personal, professional, and financial — is unmatched. Our team moves fast, takes ownership, and is deeply committed to the mission — operating with intensity, staying close to our customers, and pushing each other for excellence. We live by three values: Decisiveness, Simplicity, and Job's Not Finished. We act quickly on clear judgment over perfect information, we believe simplicity is what scales, and we're never satisfied with where we are. If you want to do the best work of your career alongside people who share that drive, we'd love to build with you. At Harvey, the future of professional services is being written today — and we’re just getting started. ROLE OVERVIEW You run the building and the operational systems behind the New York office. You are the subject-matter expert on how the space works, who to call, what the building requires, how our vendors are performing, and what the operational data is telling us. This is a senior individual-contributor role, not a people-manager role. “Senior” reflects the complexity, judgment, and independence of your scope. The Specialist owns office experience/programs and general office execution; the Assistant owns the front desk. You own building operations, facilities, vendors, and the systems/data that let the Manager make good decisions. WHAT YOU'LL DO Building & Facilities - Conduct regular walkthroughs of the office to proactively identify facilities, maintenance, F&B, service, safety, and space-readiness issues before they become employee problems. - Hold the day-to-day property-management relationship and own building work orders through resolution. - Own facilities issues including HVAC/temperature, plumbing, lighting/electrical, leaks, doors, appliances, physical repairs, and preventative maintenance. - Diagnose and route issues to the right building/vendor partner, follow through, and verify the fix actually held. - Manage freight/loading-dock logistics and other building-specific operating requirements. - Communicate directly with employees when building/facilities work affects the office; office-wide communications are reviewed by the Workplace Manager except for highly tactical, time-sensitive updates. Vendors & Service Partners - Own day-to-day vendor performance and service quality for janitorial, waste/recycling, pest, plants, F&B, maintenance, and other facilities services. - Maintain the vendor book, scopes, performance history, COIs, and renewal dates. - Address service failures directly and surface recurring patterns or material decisions to the Manager. - Coordinate vendor access and on-site work where required. F&B & Physical Workplace Operations - Own the F&B operating program and vendor performance; monitor consumption, service quality, and cost. - Own furniture inventory, repairs, and replacements. - Maintain seating data and execute moves/adds/changes against the Manager’s space plan. - Maintain operational Workplace systems and records. - Partner with IT on systemic conference-room/AV readiness as part of normal office operations. Operational Intelligence - Maintain accurate utilization/occupancy data, spend tracking, vendor-performance information, F&B consumption/cost-per-head, and relevant service metrics. - Identify trends, capacity pressure, recurring failures, and unusual spend before they become surprises. - Bring the Manager clear facts and options; the Manager owns the resulting strategic, budget, vendor, and space decisions. Safety & Access Controls - Execute the emergency-preparedness program the Manager owns: floor-warden roster, drills, building life-safety coordination, and operational readiness. - Serve as first operational responder for workplace incidents and follow the Manager-owned reporting process. - Run periodic access audits and maintain operational access controls. Routine employee badge issuance/replacement and visitor badging sit with the Assistant. One Madison - Own vendor transition, building onboarding, and operational move workstreams within the Manager’s One Madison plan. - Capture the operating knowledge needed to move successfully from Flatiron to One Madison. - Surface operational decisions/tradeoffs to the Manager rather than absorbing them. Team & Requests - Own building/facilities requests routed from the Workplace inbox/Slack through resolution. - Serve as secondary front-desk backup when needed. - Remain a hands-on operator: help with routine office work when needed, without becoming the default owner of every transactional task. - Document and continuously improve repeatable processes within your area of ownership, including SOPs and lightweight workflow improvements where appropriate. WHAT YOU HAVE - 4+ years in workplace operations, office management, facilities, or hospitality with meaningful facilities/vendor responsibility. - Direct experience managing vendors and contractors and holding them to scope. - Working understanding of HVAC, plumbing, electrical/lighting, and commercial-building operations. - Familiarity with work orders, COIs, property management, and preventative maintenance. - Strong operational judgment and ability to distinguish an isolated issue from a pattern requiring escalation. - Comfort with operational data, spend tracking, and turning day-to-day information into useful insights. - Bias toward walking the floor and finding problems before tickets do. - Clear, direct communication and