Office Coordinator

Adyen; Chicago (IL); On-site; USD 72,000 - 90,000; Full time

Job summary

Adyen is seeking a Workplace Coordinator to join the Workplace Team Lead in Chicago, focusing on daily office operations, vendor management, and cross-team collaboration. You will help maintain a safe, welcoming, and efficient workplace across the office environment.

With a minimum of 4 years in office management, you will coordinate facilities, sustainability initiatives, events, and safety programs in a fast-paced, global company. This is a full-time, on-site role based in Chicago.

Qualifications

• 4+ years of experience in office management or workplace operations.
• Vendor management experience with infrastructure service providers.
• On-site presence required in Chicago, 5 days per week.
• Strong communication and cross-team collaboration skills.

Responsibilities

• Vendor management: support CHI Workplace team with custodial, maintenance, and onsite partners; track performance and ensure compliance.
• Facilities support: monitor facilities tickets and coordinate with internal teams and vendors to keep a safe, functional workplace.
• Process improvement: identify and streamline office operations; implement updated processes.
• Expense tracking & financial support: track office-related expenses and assist with invoicing.
• Project support: provide logistics and admin support for large office projects.
• Sustainability initiatives: assist with green practices in the office.
• Event support: plan and coordinate internal events.
• Safety & security support: assist with emergency preparedness and safety protocols.

Skills

Highly organized

Proactive problem solver

Collaborative team player

Flexible & adaptable

Hands-on approach

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.
• Flexible & Adaptable: With a global mindset, you’re comfortable working across cultures, time zones, and changing circumstances. You embrace challenges with a can‑do attitude.
• Hands‑On and Detail‑Oriented: Whether you're organizing an office event or troubleshooting an operational issue, you are hands‑on and take pride in ensuring everything is executed to the highest standard.

Additional 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.

The annual base salary range for this role is $72,000 - $90,000; to learn more about our compensation philosophy, please click here.

Our Diversity, Equity and Inclusion commitments

Our unique approach is a product of our diverse perspectives. This diversity of backgrounds and cultures is essential in helping us maintain our momentum. Our business and technical challenges are unique, and we need as many different voices as possible to join us in solving them - voices like yours. No matter who you are or where you’re from, we welcome you to be your true self at Adyen.

Studies show that women and members of underrepresented communities apply for jobs only if they meet 100% of the qualifications. Does this sound like you? If so, Adyen encourages you to reconsider and apply. We look forward to your application!

What’s next?

Ensuring a smooth and enjoyable candidate experience is critical for us. We aim to get back to you regarding your application within 5 business days. Our interview process tends to take about 4 weeks to complete, but may fluctuate depending on the role. Learn more about our hiring process here. Don’t be afraid to let us know if you need more flexibility.

Adyen is an equal opportunity employer. We do not discriminate based on race, color, ethnicity, ancestry, national origin, religion, sex, gender, gender identity, gender expression, sexual orientation, age, disability, veteran status, genetic information, marital status or any legally protected status.

All your information will be kept confidential according to EEO guidelines.

San Francisco

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

This role is based out of our [CITY NAME] office. We are an office-first company and value in‑person collaboration; we do not offer remote‑only roles.