Workplace Coordinator

About the role

At Finastra, we’re a global leader in financial services software, dedicated to expanding access to financial services and shaping what’s next for the industry. Our technology powers mission‑critical solutions across Lending, Payments and Universal Banking, supporting over 7,000 customers, including 80% of the world’s top 50 banks, in more than 110 countries.

As a Workplaces Coordinator, you will play a critical role in delivering an exceptional workplace experience for employees, visitors, and business partners. You will support the day-to-day operation of Finastra offices, ensure safe, efficient, and welcoming work environments while partnering closely with employees, vendors, building management, and workplace leadership. This role combines facilities coordination, office operations, vendor management, employee experience, and workplace administration responsibilities. The ideal candidate is highly organized, customer-focused, proactive, and comfortable managing multiple priorities in a fast‑paced environment.

Responsibilities

• Workplace Operations – Support the daily operation of the office, ensuring a professional, safe, and efficient workplace environment; monitor workplace service requests, facilities tickets, and shared mailboxes, ensuring timely resolution and communication; conduct routine workplace inspections to maintain office standards and identify improvement opportunities; coordinate workspace setup, employee moves, seating assignments, and onboarding/offboarding workplace requirements; maintain workplace records, inventories, floor plans, and operational documentation.
• Employee & Visitor Experience – Serve as a primary point of contact for employees, visitors, contractors, and vendors; coordinate reception and front‑of‑house activities, including visitor management and meeting room readiness; ensure conference rooms, collaboration spaces, and workplace technology are prepared and functioning effectively; support employee engagement initiatives, office events, and workplace experience programs; promote a positive and inclusive office environment that reflects Finastra's culture and values.
• Vendor & Facilities Management – Coordinate services provided by vendors including cleaning, maintenance, security, catering, mailroom, waste management, and office supplies; monitor vendor performance and service levels, escalating issues when necessary; coordinate preventive maintenance activities and emergency repairs; support procurement processes, purchase orders, invoice administration, and expense tracking; partner with building management and service providers to ensure workplace standards are maintained.
• Health, Safety & Compliance – Support workplace health and safety initiatives and ensure compliance with company policies and local regulations; assist with emergency preparedness activities, workplace inspections, and evacuation procedures; report and track workplace incidents or hazards and support corrective actions; maintain workplace documentation related to safety, compliance, and vendor certifications.
• Workplace Projects & Continuous Improvement – Support workplace improvement projects, office moves, reconfigurations, and workplace enhancement initiatives; identify opportunities to improve workplace efficiency, employee experience, and operational effectiveness; assist with implementation of workplace technology and hybrid work solutions; provide regular operational updates and reporting to workplace leadership; leverage AI to enhance productivity, streamline routine tasks, validate outputs against trusted sources, and translate AI-generated insights into informed business decisions.

Requirements

• Experience supporting workplace, facilities, office administration, hospitality, property management, or corporate office operations.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Customer‑service mindset with excellent interpersonal and communication skills.
• Experience coordinating vendors, contractors, or third‑party service providers.
• Strong problem‑solving skills and ability to work independently.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to maintain confidentiality and exercise discretion.
• Flexibility