What are the responsibilities and job description for the Operational Manager position at Subsense Inc.?
Operational Manager
Help us build and execute the facilities and infrastructure engine behind breakthrough neuro-nanotechnology.
Location: Bay Area, USA
On-site: Palo Alto
Position Type: Full-Time
About Subsense
Subsense is a deep-tech company developing the world’s first non-surgical, bidirectional brain-computer interface powered by plasmonic and magnetoelectric nanoparticles. Our mission is to unlock direct communication between the human brain and AI - starting with medical applications such as stroke recovery and moving toward cognitive enhancement for healthy users. Headquartered in Palo Alto, Subsense brings together leading scientists and engineers to redefine the future of human–machine interaction.
The Opportunity
We’re looking for an Operational Manager who will take full ownership of everything related to relocation, facilities, space expansion, infrastructure, and buildout execution. This includes managing the move, preparing and upgrading the new space, running the full design and construction workflow, coordinating contractors, and leading all communication with the landlord. Expansion is a high-risk, high-volume workstream with strict deadlines and many dependencies, requiring a dedicated 100% focus. You will be the central operational coordinator ensuring the space is delivered on time, to specification, and fully aligned with technical, regulatory, and organizational needs.
What You’ll Do (Responsibilities)
Facilities, Expansion & Buildout Execution
- Lead end-to-end relocation and expansion of office/lab space, including planning, scheduling, execution, and risk management.
- Oversee all facilities and infrastructure readiness: utilities, HVAC, electrical, safety, lab/office systems, and technical fit-out.
- Execute the approved design project from start to finish, coordinating architects, designers, engineers, contractors, and service providers.
- Ensure all buildout work meets scope, budget, technical requirements, and landlord expectations.
- Manage permitting, approvals, inspections, and all landlord-driven processes.
- Coordinate installations, upgrades, repairs, and ongoing space modifications across teams.
Landlord, Vendor & Contractor Management
- Serve as the primary point of contact with the landlord for all buildout, facilities, and operational communications.
- Manage all contractors and vendors across construction, infrastructure, and services.
- Oversee scopes of work, cost estimates, schedules, invoices, and change orders.
- Establish clear deliverables and accountability across all external teams.
Operational Control & Reporting
- Maintain all project documentation: schedules, drawings, checklists, progress logs, and compliance files.
- Provide structured weekly updates, risk assessments, decision logs, and readiness reports to leadership.
- Coordinate cross-functional alignment with Finance, R&D, Operations, and external partners to unblock dependencies.
- Track operational budgets related to facilities, buildout, and services in coordination with Finance.
- Manage ad-hoc operational requests tied to space, infrastructure, or project needs.
What You Bring (Requirements)
- 5 years in operations, facilities management, workplace buildouts, or construction coordination.
- Proven experience managing relocations, expansions, or complex construction projects.
- Strong understanding of infrastructure systems (utilities, HVAC, electrical, safety, lab/office fit-out).
- Demonstrated ability to manage architects, engineers, contractors, and landlords.
- Excellent project tracking, documentation, and risk-management discipline.
- Ability to manage multiple parallel workstreams under pressure.
- Strong communication and stakeholder coordination skills.
- Startup or high-growth environment experience preferred.
- US-based; fluent in written and spoken English.
- Palo Alto
Critical Competencies
Facilities & buildout execution · Vendor & contractor management · Timeline ownership · High-risk project coordination · Infrastructure planning · Cross-functional communication · Risk mitigation · Documentation discipline · Precision & follow-through · Operational problem-solving · High accountability · Startup mindset