Workplace Services & Experience Coordinator

Envita Solutions, formerly known as Heritage Interactive Services, is a leading total waste management partner. The company is dedicated to fostering a healthier planet by transforming complex waste challenges into sustainable solutions. Headquartered in Indianapolis, Indiana, Envita Solutions operates in the U.S., Mexico, and Canada, has over 300 employees, and a network of over 3,000 supplier partners. A division of The Heritage Group, Envita Solutions is part of a portfolio of more than 30 companies specializing in heavy construction and materials, environmental services, and specialty chemicals. With unique access to research and development and a leading hard tech corporate venture capital portfolio, Envita Solutions is at the forefront of waste and climate challenge innovation.

At Envita, our guiding principles are the foundation of our company. Our vision is to foster a healthier planet by transforming complex waste challenges into sustainable solutions. We exist to protect human health and the environment and build a safer, more sustainable world. We believe in creating enduring value, building long-term relationships and mutual trust, betting on our people, keeping our eyes open for opportunity, tackling the big problems, and doing the right thing-always.

The Workplace Services & Experience Coordinator plays a vital role in supporting daily corporate office operations while fostering a welcoming, organized, and values-driven environment. This position manages front-desk reception, oversees incoming and outgoing mail and invoice processing, assists with internal communications, and coordinates facility needs to ensure a safe and efficient workplace. As a front-line ambassador of Envita's culture and values, this role helps create a positive and engaging experience for employees and guests by promoting professionalism, collaboration, engagement, and attention to detail in every interaction. The Workplace Services & Experience Coordinator partners closely with People & Culture and cross-functional teams to support office-related processes, enhance workplace experience, and provide reliable administrative support that keeps office operations running smoothly.

Essential Functions

• Champion a culture of health and safety by consistently following company policies, procedures, and safe work practices.
• Receive, sort, review, and process all incoming physical and electronic mail, including supplier invoices, ensuring timely and accurate distribution to appropriate recipients.
• Request and upload missing rebate documentation into IS2 to support accurate recordkeeping and compliance.
• Serve as the first point of contact for all guests, creating a welcoming and professional environment that reflects Envita’s culture and values.
• Maintain a clean, organized, and presentable front desk and reception area.
• Greet visitors, manage sign-in/sign-out processes, and provide general assistance as needed.
• Coordinate shipping and schedule pickups with FedEx, UPS, and internal carriers.
• Oversee day-to-day office operations, ensuring administrative tasks are completed efficiently and effectively.
• Partner with building management and external vendors to coordinate maintenance, repairs, and security services.
• Support compliance with all health and safety regulations and workplace standards.
• Partner with HR on processes such as equipment returns for departing employees.
• Support the Executive Assistant with planning and setup for onsite executive meetings and lunches.
• Order, stock, and maintain café supplies, including snacks, beverages, coffee, and compostable dishware.
• Monitor and replenish safety and PPE inventory to ensure workplace readiness and compliance.
• Manage office supply inventory, including ordering, stocking, and tracking usage to support team needs.
• Ensure the workplace remains clean, organized, and well-maintained to support a positive employee experience.
• Support employee engagement initiatives in partnership with the People & Culture team as needed.

• Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company’s core values, competencies, and skills.

Education Qualifications

• Required High School or Equivalent

Experience Qualifications

• Required 3+ years Experience working in an Office Coordinator/Administrator role
• Preferred 1+ years Experience coordinating facility maintenance requirements, third party contractors, etc

Skills and Abilities

• Hands on experience with Microsoft Outlook, Calendars, and Excel
• Able to work with independently, with limited direction
• Reliable, trustworthy, professional, and handles confidential/sensitive information appropriately
• Organized, ability track and manage large volumes of mail/documents
• Able to multi-task and manage multiple projects and responsibilities
• Efficient time management skills
• Professional verbal and written communication skills
• Willingly engaged and interactions are professional

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

#EnvitaSolutions