Workplace Experience Coordinator

Waystar; Louisville (KY); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive total rewards

Customizable benefits package

Paid time off (3 weeks + holidays)

Paid parental leave

Education assistance

Mental health programs

401(k) with company match

Pet insurance

Employee resource groups

Job summary

Waystar is seeking a highly organized Workplace Experience Coordinator in Louisville, KY. You will support front desk operations, guest registration, snack/beverage management, event coordination, and safety initiatives across Waystar’s offices.

Ideal candidates demonstrate strong communication, attention to detail, and a proactive approach to delivering white-glove service while collaborating with People, Marketing, and Technical Services teams.

Qualifications

• 2+ years in administrative, workplace, or facilities coordination roles.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively across teams.
• Commitment to delivering white-glove service and professionalism.

Responsibilities

• Serve as first point of contact for office services and workplace experience needs.
• Greet guests, manage registration, and maintain welcoming front desk presence.
• Oversee snack/beverageInventory, mail/courier, and office supplies.
• Coordinate safety standards with property management and facilities.
• Process workplace requests via internal ticketing systems (e.g., Jira, Envoy).
• Assist with on-site catering, meetings, and team events with cross-functional teams.
• Participate in Floor Marshal Safety Program and safety initiatives.
• Handle scanning of benefits and payroll documents.
• Sort mail and manage administrative workflows to ensure timely completion.

Skills

Office Coordination

Organizational skills

Communication skills

Multitasking

Attention to detail

Proactive

Education

Associate degree

Tools

Workday

Jira

Envoy

Microsoft Office

Teams

Job description

About This Position

The Workplace Experience Coordinator enhances the workplace through a white-glove approach to office services and workplace standards. This role supports front desk operations, guest registration, snack and beverage management, event coordination, and safety initiatives across Waystar’s offices. The ideal candidate is highly organized, proactive, and committed to creating a seamless and engaging workplace experience. With strong attention to detail, exceptional communication skills, and a solutions-oriented mindset, this team member acts as an ambassador for workplace excellence, fostering collaboration, operational efficiency, and continuous improvement.

What You’ll Do

• Serve as the first point of contact for all office services and workplace experience needs.


• Deliver exceptional hospitality by greeting guests, coordinating registration, and ensuring a welcoming front desk presence.


• Manage office services including snack and beverage inventory, mail and courier services, and office supply procurement.


• Partner with external property management to maintain safety, functionality, and appearance standards for all office spaces.


• Own the management and timely response of workplace experience requests through internal ticketing systems (e.g., Jira, Envoy).


• Support the coordination of on-site catering, meetings, and team events, collaborating cross-functionally with People, Marketing, and Technical Services teams.


• Participate in the Floor Marshal Safety Program and contribute to overall safety initiatives.


• Scanning benefits and payroll documents


• Mail processing – first sort/alphabetizing until further notice


• Monitor and manage administrative workflows, ensuring all tasks are completed accurately and on time.


• Apply continuous improvement practices to streamline services, enhance operations, and anticipate team member needs.


• Uphold confidentiality standards and maintain professionalism in all communications and interactions.

What You’ll Need

• 2+ years of experience in administrative, workplace, or facilities coordination roles.


• Strong organizational skills with a natural ability to multitask and prioritize competing demands.


• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and comfort with team member management platforms (e.g., Workday, Jira, Envoy).


• Outstanding communication skills, both verbal and written, with a strong attention to detail.


• Ability to work independently while collaborating effectively across teams.


• Commitment to delivering white-glove service with a high degree of professionalism and urgency.


• Flexibility to adapt to shifting priorities and proactively identify and implement improvements.

Bonus Points

• Associate degree in Business Administration or equivalent college coursework.


• High-level enthusiasm for workplace operations and process optimization.


• Previous experience in a fast-paced, dynamic environment.


• Ownership mindset with a drive for excellence and accountability.


• Ability to receive and apply feedback in a calm, professional, and action-driven manner.

About Waystar

Through a smart platform and better experience, Waystar helps providers simplify healthcare payments and yield powerful results throughout the complete revenue cycle.

Waystar’s healthcare payments platform combines innovative, cloud-based technology, robust data, and unparalleled client support to streamline workflows and improve financials so providers can focus on what matters most: their patients and communities.

Waystar is trusted by 1M+ providers, 1K+ hospitals and health systems, and is connected to over 5K commercial and Medicaid/Medicare payers. We are deeply committed to living out our organizational values: honesty; kindness; passion; curiosity; fanatical focus; best work, always; making it happen; and joyful, optimistic & fun.

Waystar products have won multiple Best in KLAS® or Category Leader awards since 2010 and earned multiple #1 rankings from Black Book™ surveys since 2012. The Waystar platform supports more than 500,000 providers, 1,000 health systems and hospitals, and 5,000 payers and health plans.

For more information, visit waystar.com or follow @Waystar (https://twitter.com/Waystar) on Twitter.

WAYSTAR PERKS

• Competitive total rewards (base salary + bonus, if applicable)


• Customizable benefits package (3 medical plans with Health Saving Account company match)


• We offer generous paid time off for our non-exempt team members, starting with 3 weeks + 13 paid holidays, including 2 personal floating holidays. We also offer flexible time off for our exempt team members + 13 paid holidays


• Paid parental leave (including maternity + paternity leave)


• Education assistance opportunities and free LinkedIn Learning access


• Free mental health and family planning programs, including adoption assistance and fertility support


• 401(K) program with company match


• Pet insurance


• Employee resource groups

Waystar is proud to be an equal opportunity workplace. We celebrate, value, and support diversity and inclusion. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, marital status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.