Workplace Services Coordinator

Do the best work of your career as a champion for small and mid-size businesses.

BILL is a leader in financial automation software for small and midsize businesses (SMBs). As a champion of SMBs, we are dedicated to automating the future of finance so businesses can thrive. Hundreds of thousands of businesses trust BILL solutions to manage financial workflows, including payables, receivables, and spend and expense management. With BILL, businesses are connected to a network of millions of members, so they can pay or get paid faster. Through our automated solutions, we help SMBs simplify and control their finances, so they can confidently manage their businesses, and succeed on their terms. 

BILL is a trusted partner of leading U.S. financial institutions, accounting firms, and accounting software providers. We have operations in San Jose, CA, Draper, UT, Houston, TX and are continuing to expand into other geographic locations. If you’re looking for a place that helps you do the best work of your career, look no further than BILL.

Make Your Impact Within a Rapidly Growing Fintech Company

We are looking for a motivated candidate who can craft and maintain a welcoming environment for our employees, vendors and guests. You are critical in promoting a culture that makes employees love coming to work every day. Must have a passion for supporting and maintaining a workspace that inspires staff to do their best work. You excel in customer service and ensure stakeholders are accommodated when they reach out to the Workplace team. 

This is an onsite role, 5 days a week. This role may require some after hours. 

Responsibilities: 

• Provide a high quality employee experience 
• Comfortable interacting with onsite vendors, employees, and guests
• Handle multiple requests and respond to employees with a customer first mindset 
• Maintain excellent daily communication with all stakeholders across the business  
• Own set up and break down for all on site events 
• Assist with special administrative projects and events, including ad hoc tasks from the business
• Perform routine building inspections to identify safety issues and facility improvements. 
• Assist with preventative maintenance duties 
• Ensure storage etiquette is maintained throughout the building 
• Operate the Workplace Jira ticketing portal 
• Work is performed in an office environment and requires the ability to operate standard office equipment and to lift and carry parcels, packages and other items up to 25lbs.
• Receive, sort and distribute incoming mail and package deliveries
• Inventory, order, organize and manage office supply stock in copy and conference rooms
• Manage the Google Calendar and event bookings for Training rooms
• Schedule catered meals with various vendors 
• Collaborate with building security
• Assist with budgets oversight
• Escalate any facilities issues to the manager and appropriate Workplace team members in a timely manner

Additional job requirements:

• Consistent onsite availability during business hours
• Some work during evenings and weekends, as needed
• Prompt and timely response to all communications 
• Ability to escalate communications during facility emergency related incidents 
• Ability to assist during emergency incidents such as building evacuations
• English fluency in writing and speaking
• Ability to work in a fast-paced environment
• Model behaviors that are aligned with BILL values
• Ability to inspect and walk buildings, staircases, and the overall site as needed
• Work is mostly performed in an office environment and requires the ability to operate standard office equipment and to lift and carry parcels, packages and other items up to 25lbs.
• Knowledge of Google Workspace products desirable

We’d Love To Chat If You Have:

• 1-3  years of Workplace/Hospitality experience 
• Workplace related experience in the hospitality field  
• Vendor management experience 
• Excellent communication and interpersonal skills, with the ability to collaborate across diverse teams.
• Familiarity with OfficeSpace, Jira, Envoy, and Awardco  
• Enjoy working in a professional office environment 
• Energetic and positive attitude
• Quick problem solver and ability to adjust at a moments notice
• Ownership mindset

The estimated hourly range for this role is noted below for our office location in San Jose, CA. Our ranges for each role and job level are based on a variety of factors including candidate experience, expertise, and geographic location and may vary from the amounts listed above. The role is al