People & Workplace Coordinator

Linguava•Portland, OR

3d•Onsite

About The Position

The People & Workplace Coordinator supports the day-to-day operations and employee experience at Linguava while serving as a key administrative resource for employees, interpreters, leadership, vendors, and internal teams. This role oversees office and facility operations, supports employee onboarding and engagement, coordinates company events and travel, assists with interpreter-related administrative needs, and helps ensure the workplace is organized, welcoming, and running efficiently. The ideal candidate is a “get it done” person—someone who sees what needs to happen, takes ownership, and follows through without needing to be asked twice.

Requirements

High school diploma or equivalent required
2+ years of experience in office administration, workplace operations, people operations, hospitality, event coordination, or a related field preferred
Strong organizational and time-management skills
Excellent written and verbal communication skills
Strong attention to detail and follow-through
Ability to manage multiple priorities and deadlines
Strong customer service and relationship-building skills
Ability to work independently and collaboratively
Proficiency with Google Workspace and/or Microsoft Office
Ability to maintain confidentiality when handling employee and company information

Nice To Haves

Experience supporting HR or People Operations
Experience in hospitality or other customer service related industries
Experience coordinating events, travel, vendors, or facilities
Experience working with a distributed or hybrid workforce

Responsibilities

Oversee day-to-day office operations and ensure the Portland office is organized, welcoming, and fully functional
Manage office supplies, equipment, vendors, maintenance, and facility services
Serve as the primary point of contact for office vendors and service providers
Coordinate facility repairs and maintenance, including obtaining quotes, scheduling work, and ensuring projects are completed on time and within budget
Maintain a clean, safe, and professional workplace environment
Identify opportunities to improve office processes, systems, and overall workplace experience
Partner with HR to support new hire onboarding, orientation, and Day 1 readiness
Help create a welcoming experience for new employees from the moment they join Linguava
Maintain HR-related administrative records, training documentation, and compliance materials
Support reference checks and other administrative HR activities as needed
Coordinate employee appreciation, celebrations, milestones, and recognition programs
Manage company gift cards and incentives for birthdays, anniversaries, Above & Beyond recognition, and department celebrations
Create and coordinate identification badges for Linguava’s linguists, ensuring accurate and timely completion and delivery
Provide administrative support that helps our interpreter network stay connected to Linguava
Partner with internal teams to support interpreter-related communications, materials, and operational needs
Help ensure interpreters have the resources and information they need to successfully represent Linguava
Plan and coordinate company events, team meetings, holiday celebrations, leadership retreats, and employee gatherings
Coordinate logistics, vendors, food, supplies, and other details that make events successful
Support business development and marketing events, community engagement, and special projects
Coordinate donation drives and community outreach initiatives aligned with Linguava’s mission and values
Order and manage branded merchandise and marketing materials
Manage incoming mail, packages, visitors, and general office inquiries
Maintain organized electronic and physical filing systems
Coordinate employee and leadership travel, including flights, hotels, ground transportation, and itineraries
Process expense reports, invoices, and credit card reconciliations in partnership with Accounting
Track administrative expenses, vendor payments, and office-related budgets
Prepare routine reports and maintain accurate documentation
Support special projects and other administrative needs as they arise