Workplace Coordinator

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

Benefits offered by this job

Unlimited vacation

Hybrid working arrangements

Paid time off for voting

Wellbeing program

Medical insurance

Retirement plan

Volunteer time off

Donation matching

Inclusion networks

Career development

Recognition program

Job summary

Finastra is seeking a Workplaces Coordinator in Portland, OR to ensure a safe, welcoming, and efficient office environment. You will coordinate daily operations, front-of-house activities, and vendor services while supporting employee experience and events.

The role emphasizes organized execution, discretion, and proactive problem-solving. Join a team focused on a strong workplace culture, continuous improvement, and effective hybrid work solutions.

Qualifications

• Experience supporting workplace, facilities, or corporate office operations.
• Strong organizational skills with ability to manage multiple priorities.
• Customer-service mindset with excellent interpersonal and communication skills.
• Experience coordinating vendors, contractors, or third‑party service providers.
• Comfortable working independently and solving problems.

Responsibilities

• Support daily office operations and maintain a professional, safe workplace.
• Coordinate reception, visitor management, and meeting room readiness.
• Manage vendors for cleaning, security, maintenance, and office services.
• Support health, safety, and compliance initiatives.
• Assist with workplace projects and continuous improvement initiatives.

Skills

Facilities coordination

Vendor management

Customer service

Multitasking

Microsoft Office

Confidentiality

Tools

MS Office

Workplace management software

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 & Deliverables

Workplace Operations Support

• 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.

Required Experience

• 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 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.

At Finastra, our team members are the driving force behind everything we do. We’re building an environment where bold ideas thrive, careers flourish, and innovation is a shared journey. Whether you're a recent graduate ready to shape the future or a seasoned professional seeking your next challenge, you’ll play a pivotal role in delivering software solutions that redefine what’s possible in financial services. We believe growth is a shared commitment. That’s why we offer a rich ecosystem of learning—from hands‑on training and mentorship to leadership development and industry certifications. You’ll have the freedom to explore new paths, deepen your expertise, and make your mark in a global fintech that’s built for the future. Our career development isn’t just a program—it’s a promise. With access to cutting‑edge tools, a culture of collaboration, and a community that champions your success, you’ll be empowered to lead, challenge, and create meaningful change. Because when we grow together, we innovate together—and that’s how we shape what’s next in finance.

We offer incredible career opportunities and your work in close collaboration with fantastic colleagues globally to develop and launch innovative software solutions for our customers. There is a huge range of engaging projects where you can get stuck‑in and add value whilst taking advantage of our ongoing development opportunities to build and hone your skills in your chosen area. Our perks include paid holidays, flexible working hours, a pension plan, and comprehensive health initiatives. Join us to supercharge your career, collaborate with industry experts, and thrive in a nurturing environment that powers both your professional and personal growth. With us, you can grow, innovate, and make a real impact. At Finastra, we are proud of the wide range of incentives and benefits we offer our employees globally, reflecting our core values: doing well by doing good, putting people first, and open opportunities. We go beyond statutory requirements to maximise our offerings, investing in flexible working policies, personal growth opportunities, and well‑being programmes. Highlights include our Flexible Vacation Policy, inclusive people policies, hybrid working framework, and comprehensive well‑being support through initiatives like the Employee Assistance Program, the wellbeing Champions and our monthly events and initiatives. Additionally, we emphasise sustainability through volunteering time off and donation matching, champion inclusion through multiple employee networks and cultural initiatives, and invest heavily in career and skills development. Recognition of our employees’ efforts is integral, with our global recognition platform and regular employee feedback surveys shaping our inclusive and supportive workplace culture At Finastra, we are committed to creating a workplace where you feel valued and respected. We believe this environment drives innovation and we strive to build a team that reflects the varied backgrounds, perspectives, and experiences of our global ecosystem. This philosophy is at the heart of our culture and the way we work.

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