Office Coordinator

About the role

The Workplace Coordinator supports the Workplace Team Lead in overseeing daily operations at the Adyen San Francisco office. The role involves managing vendors, facilities, process improvement, expense tracking, project support, sustainability initiatives, event planning, and safety/security support.

Responsibilities

• Vendor Management: Support the CHI Workplace team in maintaining high standards across custodial, maintenance, and other onsite service partners. Track vendor performance, gather COIs and compliance documentation, and help ensure service delivery aligns with expectations.
• Facilities Support: Monitor and track facilities tickets to support timely resolution of onsite issues. Coordinate with internal teams and service vendors to maintain a safe and functional workplace.
• Process Improvement: Identify areas for improvement in office operations and collaborate with the team to streamline workflows and implement updated processes.
• Expense Tracking & Financial Support: Track office-related expenses and manage invoice submissions. Work closely with the CHI Workplace team and Finance to support timely processing and alignment with approved financial guidelines.
• Project Support: Provide logistical and administrative support for large-scale office projects. Assist with planning, coordination, and execution to ensure project success.
• Sustainability Initiatives: Support sustainability efforts in the office, including gathering information and coordinating implementation of environmentally friendly practices.
• Event Support: Assist with the planning and execution of internal events, including logistical coordination and vendor communication, to ensure seamless experiences and strong employee engagement.
• Safety & Security Support: Collaborate with the Head of Physical Safety and Security to support emergency preparedness activities. Coordinate training sessions, emergency drills, and rollout of safety protocols across the office.

Requirements

• A minimum of 4 years experience in a similar role, with a background in office management and workplace operations.
• Vendor management experience working with a variety of infrastructure service providers.
• Proven ability to manage projects and work collaboratively across teams, ensuring alignment and seamless execution.
• On-site presence: This is an office-based role, requiring a daily presence in our Chicago location - 5 days per week.

Qualifications

This is an office-based role, requiring a daily presence in our Chicago location - 5 days per week.

Skills

Approachable and personable, highly organized, proactive problem solver, collaborative team player, flexible and adaptable, hands-on and detail-oriented.

Benefits

Adyen offers competitive benefits, including health insurance, retirement plans, and paid time off.

Pay

The annual base salary range for this role is $72,000 - $90,000.

Schedule

This is an office-based role, requiring a daily presence in our Chicago location - 5 days per week.