Workplace Coordinator

Finastra; Portland (OR); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, life and disability insurance

Retirement plans

Hybrid working arrangements

Job summary

Finastra in Portland, OR is seeking a Workplaces Coordinator to deliver an exceptional workplace experience for employees, visitors, and business partners. This 100% onsite role blends facilities coordination, office operations, vendor management, and workplace administration to keep our environment safe, efficient and welcoming.

You will support daily office operations, monitor service requests, coordinate moves and onboarding, manage front-of-house activities, ensure conference rooms and tech

Qualifications

• Strong organizational skills and ability to manage multiple priorities.
• Customer-focused mindset with excellent interpersonal skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Support the daily operation of the Portland office ensuring a professional, safe, and welcoming environment.
• Monitor workplace service requests and facilities tickets, communicating resolutions.
• Coordinate workspace setup, moves, seating, onboarding/offboarding requirements.
• Maintain workplace records, floor plans, and operational documentation.
• Serve as primary contact for employees, visitors, contractors, and vendors.
• Coordinate reception, visitor management, and meeting room readiness.
• Ensure conference rooms and workplace technology are prepared and functioning.
• Support employee engagement events and inclusive office programs.
• Partner with building management and vendors to uphold standards and health & safety policies.

Skills

Organizational skills

Customer-service mindset

Microsoft Office proficiency

Discretion & confidentiality

Vendor coordination

Event & community support

Tools

Microsoft Office Suite

Job description

Who are we?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.What will you contribute?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 partner 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 & DeliverablesWorkplace OperationsSupport 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 ExperienceServe 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 ManagementCoordinate 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 & ComplianceSupport 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 ImprovementSupport 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.Required ExperienceExperience 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 to support occasional workplace events outside normal business hours when required.This is a 100% onsite role for Portland office.We are proud to offer a range of incentives to our employees worldwide. These benefits are available to everyone, regardless of grade, and reflect the values we stand for:Flexibility: Enjoy unlimited vacation, subject to local regulations and business priorities. Benefit from hybrid working arrangements and inclusive policies such as paid time off for voting, bereavement, and sick leave.Well‑being: Access confidential one‑to‑one support through our Employee Assistance Program, connect with our network of Wellbeing Champions and Gather Groups, and take part in monthly events and initiatives designed to help you thrive—inside and outside of work.Health & Financial Security: Medical, life and disability insurance, retirement plans, lifestyle, and other benefits.*Sustainability: Paid time off for volunteering and donation‑matching opportunities to support causes that matter to you.Inclusion: Get involved in our inclusion communities, such as Count Me In, Culture@Finastra, Proud@Finastra, Disabilities@Finastra, and Women@Finastra—open to everyone who wants to participate and contribute.Career Development: Access online learning and accredited courses through our Skills & Career Navigator tool.Recognition: Take part in our global recognition program, Finastra Celebrates, and share your voice through regular employee surveys that help shape our culture and ways of working.*Specific benefits may vary by location.At Finastra, each individual is unique—bringing their own ideas, perspectives, cultural backgrounds, and experiences. We learn from one another, value what makes us different, and create an environment where everyone feels included, supported, and able to be their authentic selves.Be unique. Be exceptional. Help us make a difference at Finastra.Applicants for this position need to be located in posted location or their immediate surrounding areas. Due to the requirements of this position, this job posting is not available for, and Finastra will not be considering any applicants who currently reside in New York City or California.