Office Coordinator

EngineersOfAI; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Adyen is seeking an organized Workplace Coordinator to join the Workplace Team Lead in overseeing daily operations at our San Francisco office. You’ll be an integral part of the team, ensuring our spaces meet the highest standards for employees, guests, and clients while coordinating vendors and facilities tickets.

This role requires a proactive problem solver who communicates clearly, collaborates across global teams, and supports events, sustainability efforts, safety programs, and office

Qualifications

• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Customer-focused mindset and internal ambassador duties.

Responsibilities

• Vendor management and monitoring custodial and on-site partners.
• Track facilities tickets and coordinate with internal teams.
• Identify and implement office process improvements.
• Support office expenses and invoicing with Finance.
• Assist with large office projects and logistics planning.
• Coordinate safety, security, and emergency preparedness activities.

Skills

Organized

Proactive

Communication

Collaboration

Job description

This is Adyen

Adyen provides payments, data, and financial products in a single solution for customers like Meta, Uber, H&M, and Microsoft — making us the financial technology platform of choice. At Adyen, everything we do is engineered for ambition.

For our teams, we create an environment with opportunities for our people to succeed, backed by the culture and support to ensure they are enabled to truly own their careers. We are motivated individuals who tackle unique technical challenges at scale and solve them as a team. Together, we deliver innovative and ethical solutions that help businesses achieve their ambitions faster.

Why You Should Join the Workplace Team at Adyen

At Adyen, our Workplace team plays a vital role in ensuring a seamless, efficient, and welcoming environment for every employee. From creating an inviting first impression as soon as you enter our offices, to designing, building, and maintaining inclusive, comfortable, and collaborative workspaces across the globe, we are dedicated to supporting the best possible work experience for all Adyen team members. We aim to create an environment where everyone can perform at their best.

We are looking for an organized, proactive, and detail‑oriented Workplace Coordinator to join the Workplace Team Lead in overseeing daily operations at our San Francisco office. In this role, you’ll be an integral part of the team, working to support Adyen’s mission and vision. We value partnership, clear communication, and a customer‑focused mindset, as you will serve as an internal ambassador for the Adyen brand, ensuring that our offices meet the highest standards for employees, guests, and clients.

What You’ll Do:

• Vendor Management: Support the CHI Workplace team in maintaining high standards across custodial, maintenance, and other onsite service partners. Assist in tracking vendor performance, gathering COIs and compliance documentation, and helping ensure service delivery aligns with expectations.
• Facilities Support: Monitor and track facilities tickets to support timely resolution of onsite issues. Assist with daily operations by coordinating with internal teams and service vendors to help maintain a safe and functional workplace.
• Process Improvement: Assist in identifying areas where office operations can be improved. Collaborate with the team to streamline workflows and support implementation of updated processes.
• Expense Tracking & Financial Support: Help 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 help ensure project success.
• Sustainability Initiatives: Work with the Impact Team to 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. Help coordinate training sessions, emergency drills, and rollout of safety protocols across the office.

Who You Are:

• Approachable and Personable: You are someone who thrives on building relationships, whether welcoming visitors to the office, addressing employee inquiries, or giving constructive feedback on office‑related matters.
• Highly Organized: You excel in fast‑paced environments, balancing multiple tasks at once, and ensuring everything is running smoothly. Your attention to detail is key to making sure nothing slips through the cracks.
• Proactive Problem Solver: You take initiative, thinking ahead and making decisions when necessary, while maintaining a positive, solution‑oriented attitude.
• Collaborative Team Player: You believe in the power of teamwork and putting collective goals ahead of individual ego. You communicate effectively and enjoy working within a diverse, global team.