Workplace Coordinator

  • Full Time

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About, together with its wholly owned subsidiaries Divvy and Invoice2go, is focused on being the one stop shop that simplifies, digitizes, and automates complex financial operations for small and midsize businesses. Customers use the platform to manage end-to-end financial workflows and to process payments. The AI-enabled, financial software platform creates connections between businesses and their suppliers and clients. It helps manage cash inflows and outflow. The company partners with several of the largest U.S. financial institutions, the majority of the top 100 U.S. accounting firms, and popular accounting software providers. has its headquarters in San Jose, California with offices in Houston, Texas, Draper, Utah, and Sydney, Australia.

Mission: is looking for a Workplace Coordinator to assist the Real Estate & Workplace Services (WPS) Team. WPS is the site business partner which helps with creating workplace experiences and environments where our employees do their best authentic work. 

This role is critical in promoting culture and will be the face of the lobby experience. You will be the first person guests and employees see on a day to day basis. This role requires a positive upbeat demeanor, with a customer service, first mindset. 

We are looking for a candidate who is motivated, extremely passionate, and has a background in hospitality and badging. You will have front desk responsibilities such as; greeting guests, overseeing our guest check-in tool, badge printing and card key access, along with receiving/sorting mail deliveries. You excel in customer service while ensuring an optimal lobby experience is maintained for everyone who enters our space. 

This is an onsite only role with periodic after hours work.  Remote work is not available. currently requires all personnel who work onsite at its facilities to be fully vaccinated against the COVID19 virus.  Proof of COVID19 vaccine will be required post hire to work onsite at our BILL facilities. Medical and religious exemptions to the vaccination will be reviewed on submission

List of Responsibilities/Duties:
Front Desk: 
Greet all guests, interview candidates, employees, and contractors who come on site
Interact with customers who come on site and ensure correct escalation is taken if needed
Ensure an optimal lobby experience is maintained for all
Direct all Covid program questions to the Covid wellness team 
Manage the Envoy sign-in process and partner with Envoy to timely update the welcome message in the system as needed
Receive and sort all incoming mail and packages 
Maintain excellent daily communication with the Workplace team via Slack & email 
Respond to employees as required with a customer first mindset

Badge Admin/Coordination
·           Printing badges as needed
·           Adding access to badges as needed
·           Issuing badges to employees, vendors, or guests
·           Maintaining badging logs for tracking purposes
·           Issuing Temporary badges and ensuring their return
·           Deactivating lost or stolen badges
Assigning workplace request tickets for US locations 
Manage Google Calendar for HQ conference rooms
Partner with our Workplace Specialist to manage new hire swag inventory and distribute
Assist with special administrative projects, including overflow work from the Workplace team 


Professional Experience/Background to be successful in this role:


  • 3+ years of experience in hospitality, workplace services, and/or customer service
  • Experience in Badge Administration duties

    Competencies (Attributes needed to be successful in this role):


  • Functional/Technical Expertise: Highly organized, Customer Service, Security/Badge Access control 
  • Values: Culture carrier of’s values: Dedicated, Passionate, Humble, Authentic, Fun
  • Learning Abilities/Tech Savvy: Curious and eager to learn every day; an expert in Google Suite, Slack, and using a ticketing system
  • Communication: Professional, excellent writing, and speaking skills. 
  • Attitude: Positive, welcoming and friendly 
  • Approach: Proactive, good judgment, customer first, solution oriented, collaborative

    Expected Outcomes over the next 12 months:


  • Become a subject matter expert for badge administration responsibilities 
  • Provide a high level customer service and lobby experience for all guests, employees, and visitors who visit our HQ campus 
  • Document a “Front Desk” playbook for all lobby experience responsibilities


  is committed to a policy of equal employment opportunity. We recruit, employ, train, compensate, and promote without regard to race, color, age, sex, ancestry, marital status, religion, national origin, disability, sexual orientation, veteran status, present or past history of mental disability, genetic information or any other classification protected by state or federal law. Culture:
    ●      Humble – No ego
    ●      Fun –  Celebrate the moments
    ●      Authentic – We are who we are
    ●      Passionate – Love what you do  
    ●      Dedicated – To each other and the customer
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