Office Experience Coordinator

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Hi, We're AffiniPay!

AffiniPay is a leading fintech company, based out of Austin, Texas. As the market leader in professional services payments and project management software, AffiniPay's tech products serve legal, accounting, architectural, engineering and construction firms. AffiniPay has been recognized as one of Inc. 5000's fastest growing companies in the U.S. for 11 years in a row, and as a result, our teams continue to grow as well!

This role is responsible for the overall physical workplace experience for the Austin office and remote team member experience, including but not limited to managing the overall office operations, supporting the Experience Team, and assisting our Leadership team with office-specific tasks. This in-office position, based in Austin, welcomes team members and visitors from the Welcome desk and assists the Experience Team with in-office and offsite events, activities, and organizational help, and serves as the primary point of contact for various office needs and requests. This position reports directly to the Lead, Workplace Experience and supports the entire Experience Team.

What You'll Do:

Office Experience:

• Ensures the Austin Headquarters is reception ready at all times - ensuring ample supplies are on hand and organized, including for the break room, kitchenette, coffee machines, and orders supplies as needed (e.g. restroom amenities).
• Welcoming a variety of office visitors, creating an environment that is memorable and meaningful for everyone who visits the AffiniPay office.
• Place orders and receive deliveries to regularly stock and refresh all kitchens, break rooms, and beverage stations in the office.
• Maintain organized and well-appointed meeting and conference rooms - including snacks, drinks, seating, and supplies.
• Under direction of the Lead, Workplace Experience ensure that the Austin office seating chart is up to date, visitor/hotel spaces within the office are equipped, cleaned and ready to welcome guests at all times, and that all local team members who work regularly from the office have a dedicated, equipped workspace.
• Serve as primary POC for receiving mail deliveries, lunch drop-offs, and other office deliveries. Responsible for distributing mail and deliveries as needed.
• Responsible for packing and shipping needs for the Experience Team
• Serves as the main contact for building management for issues such as coordinating events (if needed), communicating messages from building management to the AffiniPay team, and any facility/work area issues in the AffiniPay office that arise.
• Maintains a company credit card along with the receipt management for it as well as for the rest of the Experience Team.
• Orders furniture, office supplies, and other equipment or materials as needed under the direction of Manager, Team Experience and Lead, Workplace Experience
• Monitors and reports on AffiniPay's office/building budgeting and maintains all related budget and event notes (eg YOY, per-person pricing for events/lunches, etc.)

Team Engagement/Event Management:

• Place orders for anniversary, birthday, other life event gifting and acknowledgments - with input from Lead, Workplace Experience, as needed
• Assist in packaging and shipping needs within the Experience Team
• Place in-office catering and shipping orders for events (holidays, happy hours, etc), meetings, Departmental on-sites, etc. under the direction of Lead, Workplace Experience
• Assist and serve as primary contact when needed for set-up and/or breakdown of in-office events and catering
• Working alongside Experience team to provide guidance and support to Experience team intern(s)
• Flexible and willing to jump in to be a team player with one-off requests, as needed, taking on other tasks as they arise
• Works with Manager, Team Experience, Lead, Workplace Experience and Team Experience Specialist - Events & Engagement to ensure scheduling and follow-through of vendors when holding on-site and virtual events

About You:

• Austin, Texas based and able to working in the Austin office during business hours/experience-related events (Monday - Friday 8am-5pm)
• Bachelor's degree required, or relevant professional experience
• 2+ years office management experience with capacity for increasing responsibilities
• Superior interpersonal skills with excellent written and verbal communication
• Strong attention to detail and organizational skills
• Excellent problem solving and project management skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with the ability to adapt to new computer systems quickly and efficiently
• Experience working with executive leadership
• Physically able to set-up, break down and lift decor and installations
• Proven experience with event coordination and management
• Excellent problem solving under tight deadlines and juggling multiple projects
• Ability to travel to other hub locations, as needed

Our Story

Founded in 2005, AffiniPay's mission is to build technology products that helps professionals focus on the work they love. As the leader in the professional payments industry, AffiniPay's products serve legal, accounting, architectural, engineering and construction firms. Our portfolio of software solutions include MyCase (Legal Practice Management Software), CASEpeer (Practice Management for Personal Injury Firms), Docketwise (Immigration & Case Management Software), (Soluno (Legal Accounting), and Woodpecker (Legal Document Automation). Our portfolio of payment solutions include LawPay (Legal), AffiniPay for Associations (Associations), CPACharge (Accounting Professionals), and ClientPay (Architect, Engineer, and Construction). AffiniPay's products serve over one hundred thousand users, and we are noted as one of the fastest growing tech companies in Austin, Texas. We are constantly looking for talent to join our team to continue playing a key part in unlocking our potential.

Diversity, Equity & Inclusion at AffiniPay

At AffiniPay, we recognize that innovation occurs with a strong team of people who are diverse in background, personality, talent and ideas. Experience comes in many forms and ensuring a diverse and inclusive workplace where we continue to learn from each other is an integral part of our culture. We are committed to creating a welcoming and transparent environment for all that embraces those differences through education, equal access to opportunities and information, inclusionary programs, and community outreach.

B enefits that Benefit You!

As a people first culture, we believe it is important that our teammates are happy, healthy, and productive. In order to best support that, AffiniPay provides award-winning benefits that can make a difference in your life - right now and for the future.

• All employees receive fully covered medical, dental and vision coverage - Choose from our 2 available health plans based on what fits you and/or your family!
• Have some fur babies? - We offer them insurance too!
• RELAX and enjoy your time away with our flexible paid time off policy!
• We will help you plan for your future - 401K, or RRSP if in Canada, with a company match
• Competitive compensation packages that include mid-year and end-of-year bonuses and equity options for all full-time employees
• Health Wellness Program that includes nutrition consultations, mental health apps, and access to discounted memberships
• Have plans to grow your family? - Parental resources, including 16 weeks of paid time off for primary and secondary caregivers
• Professional development opportunities including mentorships, leadership programs and our AffiniPayU courses
• We believe it is important to give back with our Matching Gift Program and organized activities focused on donations, volunteerism and supporting the local communities throughout the country
• D&I initiatives provide educational opportunities regarding multicultural issues, tolerance, and celebrating diversity among our entire staff
• An incredible, in-office experience at our headquarters in Austin and San Diego including free lunch delivery, a fully stocked kitchen, and some "sweet" surprises for those afternoon pick-me-ups
• Work Hard/Play Hard - We have an Experience Team focused on team and company events and activities throughout the year including summer photo contests, pumpkin patches, Thanksgiving potlucks, holiday celebrations, and more!