Workplace Experience Coordinator

Responsibilities

• 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.

Requirements

• 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 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 diversit

Benefits

Additional Information

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.

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