Office Coordinator

About the Role: 

The Office Coordinator owns the day-to-day operational excellence of Billtrust’s office environment. This role is responsible for facilities coordination, event and catering logistics, vendor relationships, and the on-site experience for employees, executives, and guests. You will leverage AI tools to streamline administrative workflows and communications, with a focus on anticipating needs and maintaining a high standard of professional hospitality.

This is an entry-level role with broad exposure across administrative functions, facilities, and employee experience programs. It requires professional presence and the ability to interact confidently with a range of stakeholders, from daily vendors to C-suite executives and external partners.

What You'll Do:

Office & Hospitality Management

• Own the day-to-day presentation and operational readiness of the office, including common areas, supplies, snacks, and amenities.
• Serve as a primary point of contact for all on-site visitors, including employees, executives, partners, and guests, providing professional and attentive hospitality.
• Anticipate office needs and proactively address gaps in supplies, space readiness, and visitor experience.
• Other duties as assigned.

Event Coordination & Employee Experience

• Manage end-to-end catering logistics for on-site events, including ordering, dietary requirement tracking, setup, and cleanup.
• Support planning and execution of employee engagement events such as team celebrations and social gatherings.
• Use AI tools to draft event communications, coordinate logistics, and manage follow-up.
• Partner with HR and leadership on employee experience initiatives aligned with Billtrust’s culture and values.

Facilities, Vendors & Logistics

• Serve as the on-site liaison for facilities and vendor relationships, managing maintenance calendars, troubleshooting equipment issues, and coordinating repairs.
• Manage incoming and outgoing mail and package logistics.
• Maintain the office knowledge base and serve as a central resource for on-site staff and visitors, directing inquiries to the appropriate person or team when needed.

What You'll Bring: 

Required Skills:

• 1+ years of experience in an administrative, office coordination, or customer-facing support role.
• Proficiency in Microsoft 365 (Word, PowerPoint, Excel, Outlook, Teams).
• Professional interpersonal skills with the ability to interact effectively across all levels of the organization and with external guests.
• Strong written and verbal communication skills with the ability to manage competing priorities in a fast-paced environment.
• High attention to detail and strong organizational skills.
• Comfort using AI tools (e.g., Claude, ChatGPT, Copilot) to accelerate everyday work, or demonstrated willingness to learn.

Preferred Skills:

• Experience coordinating catering, events, or facilities in a professional environment.
• Demonstrated resourcefulness and follow-through in a high-volume or fast-paced setting.
• Experience using AI tools to draft communications, create materials, or automate routine coordination tasks.