Office Coordinator

Finance leaders choose Billtrust to get paid faster, control costs, and maximize customer satisfaction. As the leader in B2B accounts receivable workflow and payment software, we provide the world’s leading brands with AI-powered solutions across the full AR lifecycle—from invoice presentment and payment processing to cash application and collections. With over 2,600 global customers, more than $1 trillion in invoice dollars processed, and a proprietary network of 13 million buyers, Billtrust delivers business value through deep industry expertise and a culture relentlessly focused on meaningful customer outcomes.

We’re an AI-first company, not just in what we build for our customers, but in how we work. Across every function, our teams use AI tools daily to work faster, make better decisions, and deliver higher-quality outcomes. We hire exceptional people, give them cutting-edge AI capabilities, and measure success by the impact they create. If you want to do the best work of your career at the frontier of AI and fintech, Billtrust is the place to do it.

We relentlessly increase value for customer and do the right thing for them.

We make ‘thoughtfully fast’ decisions, act quickly, cut through red tape, deliver progress not perfection, take ownership and accountability.

We put the team ahead of ourselves, foster trust and respect, collaborate with passion, despise toxic politics, value our differences, and celebrate together.

We challenge the status quo, experiment thoughtfully, and are novel and brilliant in what we create.

We love to win, but we hate losing even more. We aspire to be the best and take pride in our work. When we fall short, we own it and come back stronger.

This is an on-site role in our Nashville, Tennessee hub office.

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.

• 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.
• Other duties as assigned.

• 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.

• Located in Nashville, Tennessee.
• 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.

• 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.

The expected base salary range for this position is $60,000 - $70,000 annually.
Compensation may vary depending on several factors, including a candidate’s qualifications, skills, experience, competencies, and geographic location. Some roles may qualify for additional incentives like equity, commissions, or other variable performance-related bonuses. Further details will be provided by our Talent Acquisition team during the interview process.

At Billtrust, we believe your total rewards should reflect the impact you make. Our benefits package includes comprehensive health coverage, competitive retirement, generous PTO and parental leave, flexible work options, and meaningful investment in your professional development. We’re building something special and we want you to feel supported while doing it.

At Billtrust, we value an equitable and inclusive work environment and strive to build and foster diverse teams. Even if your work experience doesn’t align exactly with the position requirements, we’d still love to hear from you. You may just be the right candidate for this or other roles.

We are committed to building a team that represents a variety of diverse backgrounds, perspectives, and skills. We are proud to be an equal opportunity workplace that celebrates and supports diversity and inclusion. We make all employment and related decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law.