Job Description

Location: Portland,Oregon,United States

We’re looking for a highly organized, people-oriented People & Workplace Coordinator who loves making things happen behind the scenes.

From welcoming a new employee on their first day, to supporting our interpreter community, coordinating company events, managing vendors, keeping our office running smoothly, and making sure the details are taken care of, you’ll be the person people know they can count on.

This role sits at the intersection of workplace operations, people support, culture and events. It’s ideal for someone who is naturally proactive, thrives on variety, enjoys helping others, and takes pride in creating an organized, welcoming experience for everyone who interacts with Linguava.

No two days will look exactly the same—and that’s part of what makes this role so fun.

Position Summary

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.

What You’ll Do

Keep the Workplace Running

• 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

Support Our People

• 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

Support Our Interpreter Community

• 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

Create Experiences That Bring People Together

• 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

Keep the Details Organized

• 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

Who You Are

The “Get It Done” Person

You don’t wait around for someone to tell you what needs to happen. You notice the details, take ownership, and follow through.

The Connector

You genuinely enjoy working with people. Whether you’re helping an employee, supporting an interpreter, coordinating with a vendor, or welcoming a guest, you create positive experiences.

The Organizational Wizard

You can keep track of a dozen moving pieces without losing sight of the details. Calendars, spreadsheets, events, vendors, travel, and office supplies don’t scare you—they’re your thing.

The Calm Problem Solver

Things don’t always go according to plan. A vendor cancels, a shipment doesn’t arrive, an event changes at the last minute. You stay calm, figure it out, and find a solution.

The Culture Builder

You understand that culture isn’t just what happens in meetings. It’s the birthday card, the stocked kitchen, the thoughtful onboarding experience, the team celebration, and the little things that make people feel like they belong.

The Team Player

You’re willing to roll up your sleeves and help wherever needed. You understand that supporting the team sometimes means tackling something outside your normal job description.

Required Qualifications

• 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

Preferred Qualifications

• 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

How You’ll Embody Our Values

People First

You create an environment where employees, interpreters, clients, and guests feel welcomed, supported, and valued.

Doing the Right Thing

You follow through on commitments, protect confidential information, and approach your work with integrity.

Pursuit of Progress

You don’t just maintain the status quo. You look for ways to make our workplace, processes, and employee experience better.

Above & Beyond Service

You anticipate needs and look for opportunities to make someone’s day a little easier.

Have Each Other’s Back

You are the person your teammates can count on. You jump in, lend a hand, and help make the entire team successful.

Work Environment & Schedule

This is a full-time position based at Linguava’s Portland headquarters.

The role requires regular presence in the office to support workplace operations, employees, events, and visitors. The schedule is Monday through Friday from 8am to 5pm.

Occasional flexibility outside standard business hours may be required for company events, leadership meetings, or special projects.

The pay range for this role is $25.00 - $30.00/per hour

Why Linguava?

At Linguava, we believe language should never be a barrier to quality healthcare—and we believe the people doing this work deserve a workplace where they feel supported, connected, and valued.

As our People & Workplace Coordinator, you’ll have a unique opportunity to influence the everyday experience of our employees and interpreter community. You’ll be at the center of the action, helping create a workplace where people can do their best work and feel proud to be part of Linguava.

If you’re organized, resourceful, people-focused, and the kind of person who loves being the one everyone can count on, we’d love to meet you.

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