The HR & Office Coordinator works full-time in the office and provides essential hands-on support for both the Human Resources function and day-to-day office operations. This execution-focused, individual contributor role serves as the primary HR point of contact for all employees, managing core HR administrative duties including payroll processing, benefits administration, recruitment, onboarding, and compliance. Concurrently, this position is responsible for actively managing the physical workspace. The ideal candidate is an adaptable multitasker who is eager to maintain a highly productive, welcoming office environment and seamlessly provide ad-hoc administrative support to assist the wider team.
Key Responsibilities
Human Resources, Payroll & Benefits
- Primary Contact: Act as the central HR point of contact for all employees, answering daily inquiries regarding company policies, benefits, onboarding, and general workplace questions.
- Payroll Processing: Process bi-weekly hourly and salary payroll, including reviewing hours, processing data, and submitting required reporting to finance.
- Retirement Reporting: Complete bi-weekly reporting of 401(k) contributions and loan repayments.
- Onboarding & Offboarding: Manage new employee onboarding tasks and initiate offboarding, ensuring final payroll is issued and access is terminated across key company platforms (BambooHR, ADP 401k, and Bonusly).
- Termination Preparation: Prepare Separation Detail Sheets or Separation Agreements for involuntary terminations, coordinate equipment retrieval, notify IT, and participate in termination meetings as needed.
- HRIS Maintenance: Maintain the BambooHR system by keeping all employee records current, updating annual benefit plans, holiday schedules, and time-off policies.
- Platform Management: Oversee and maintain the Bonusly recognition platform.
- Full-Cycle Recruitment: Create and post open positions, maintain current records in the ATS, conduct phone screens, schedule interviews, complete reference/background checks, and extend offers.
- Performance Reviews: Facilitate the scheduled performance review process by providing administrative guidance, tools, and templates to managers and employees.
- Benefits & Compliance: Administer health, welfare, and retirement benefits alongside the broker, ADP, and Fisher Investments while assisting with compliance-related activities.
- Audits & Reporting: Complete quarterly audits of HR platforms to ensure accurate recordkeeping and assist in collecting data for monthly board reporting.
Office Operations & Team Support
- Inventory & Office Upkeep: Anticipate, order, and restock office supplies, kitchen essentials, and workplace supplies to keep the office fully prepared and running smoothly.
- Facility Coordination: Act as the primary point of contact for janitorial services, building maintenance, and office key distribution.
- Mail & Logistics: Process incoming and outgoing mail and deliveries daily.
- Event Coordination: Assist with planning and provide hands-on assistance with the physical setup, logistics, budgeting, and teardown of in-house training sessions, corporate meetings, and onsite employee events.
- Ad-Hoc Team Support: Act as a flexible internal resource, willingly assisting other teams with miscellaneous administrative tasks as needed to maintain high office productivity.
- Travel Program: Assist with the administration of the company travel program, including creating new employee accounts and disabling terminated users.
- Safety Programs: Develop and monitor office safety initiatives.
Required Skills and Experience
- Professional Experience: 3–5+ years of experience as an HR Coordinator, Office Manager, or in a blended Operations/HR role.
- Accessible Demeanor: Exceptional interpersonal communication skills and an approachable, welcoming demeanor to effectively serve as the front-line HR resource for the team.
- Legal & Compliance Knowledge: Solid understanding of baseline labor laws and regulations ensuring compliance across recruitment, employment contracts, and workplace policies.
- Payroll & HRIS Expertise: Hands-on experience in payroll processing required (BambooHR or Trax experience is a plus).
- Benefits Familiarity: Experience assisting with employee benefits programs, including health insurance, retirement plans, and leave policies.
- Adaptable Mindset: A proactive willingness to wear multiple hats, assist with physical office tasks, and learn new processes quickly.
- Execution Skills: Exceptional attention to detail, strong project management capabilities, and the ability to multi-task and prioritize projects autonomously.
- Trust & Confidentiality: High level of emotional intelligence and professional integrity, with a proven ability to maintain strict confidentiality regarding sensitive information.
- Relationship Building: Ability to develop rapid rapport and maintain positive working relationships with employees at all levels of the organization.
Internal/External Relationships
- Build positive, professional relationships with employees, management, and external partners.
- Serve as an approachable, responsive resource for employee and office needs.
- Collaborate across departments and coordinate with vendors to ensure smooth operations.
- Demonstrate flexibility, discretion, and follow-through in a fast-paced environment.
Qualifications/Education
- Education & Experience: High school diploma or equivalent required; a Bachelor's degree in Human Resources or a related field is a plus but not required if offset by equivalent hands-on professional experience.
- Software Proficiency: Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and SharePoint.
- Certifications: SHRM or HRCI certification welcomed but not required.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. The statements are not intended to be a complex of exhaustive list of all the responsibilities, duties or skills that may be required or of benefit in this position. All employees may be required to perform other duties as assigned.