Office Coordinator

Billtrust US Careers•Nashville, TN

4d•Remote

About The Position

The Office Coordinator owns the day-to-day operational excellence of Billtrust’s office environment. This role is responsible for facilities coordination, event and catering logistics, vendor relationships, and the on-site experience for employees, executives, and guests. You will leverage AI tools to streamline administrative workflows and communications, with a focus on anticipating needs and maintaining a high standard of professional hospitality. This is an entry-level role with broad exposure across administrative functions, facilities, and employee experience programs. It requires professional presence and the ability to interact confidently with a range of stakeholders, from daily vendors to C-suite executives and external partners.

Requirements

1+ years of experience in an administrative, office coordination, or customer-facing support role.
Proficiency in Microsoft 365 (Word, PowerPoint, Excel, Outlook, Teams).
Professional interpersonal skills with the ability to interact effectively across all levels of the organization and with external guests.
Strong written and verbal communication skills with the ability to manage competing priorities in a fast-paced environment.
High attention to detail and strong organizational skills.
Comfort using AI tools (e.g., Claude, ChatGPT, Copilot) to accelerate everyday work, or demonstrated willingness to learn.

Nice To Haves

Experience coordinating catering, events, or facilities in a professional environment.
Demonstrated resourcefulness and follow-through in a high-volume or fast-paced setting.
Experience using AI tools to draft communications, create materials, or automate routine coordination tasks.

Responsibilities

Own the day-to-day presentation and operational readiness of the office, including common areas, supplies, snacks, and amenities.
Serve as a primary point of contact for all on-site visitors, including employees, executives, partners, and guests, providing professional and attentive hospitality.
Anticipate office needs and proactively address gaps in supplies, space readiness, and visitor experience.
Manage end-to-end catering logistics for on-site events, including ordering, dietary requirement tracking, setup, and cleanup.
Support planning and execution of employee engagement events such as team celebrations and social gatherings.
Use AI tools to draft event communications, coordinate logistics, and manage follow-up.
Partner with HR and leadership on employee experience initiatives aligned with Billtrust’s culture and values.
Serve as the on-site liaison for facilities and vendor relationships, managing maintenance calendars, troubleshooting equipment issues, and coordinating repairs.
Manage incoming and outgoing mail and package logistics.
Maintain the office knowledge base and serve as a central resource for on-site staff and visitors, directing inquiries to the appropriate person or team when needed.
Other duties as assigned.

Benefits

Work from Anywhere: Your home, a coffee shop, a company paid WeWork.... you decide!
A Culture that Lives its Values: Our values are not just words or window dressing, they guide our decisions - big and small - each and every day.
Flexible Working Hours: We support your lifestyle- the results are what count.
Open PTO: Work-life balance is important. We believe in giving our employees time to truly relax and recharge.
Sabbatical: A paid leave to reward longevity and commitment to Billtrust.
Paid Parental Leave: To promote parent-child bonding and increase gender equity at home and in the workplace.
Opportunities for Growth: Professional development can take many shapes. Join one of our seven ERGs or participate in our Mentor-Mentee, and Leadership development programs- we foster an environment where all employees can grow.
Recognition: From Billtrust Bucks and CEO Shoutouts to Culture Champion and CEO Excellence Awards, our employees are recognized for hard work and outcomes achieved.
Benefits: Medical, dental, vision, 401(k) with company match, short-term and long-term disability, flexible spending accounts, HSA, and life, cancer, and AD&D insurance.
Minimal Bureaucracy: An entrepreneurial environment of ownership and accountability allows you to get work done.