Office Administrator/HR Support

Position Summary

The Administrative Coordinator serves as the first point of contact for employees, visitors, candidates, and external partners while providing administrative, human resources, and office operations support. This role is responsible for creating a positive and professional front-desk experience, coordinating day-to-day office activities, and supporting key HR functions including recruiting, onboarding, employee records administration, benefits support, and employee engagement initiatives. The Administrative Coordinator works closely with leadership and employees across the organization to ensure efficient office operations, exceptional customer service, accurate recordkeeping, and a seamless employee experience. This position requires strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Front Desk

• Serve as the primary point of contact for employees, visitors, candidates, vendors, and clients, creating a professional and welcoming experience.
• Manage reception and front desk operations, including answering, screening, and directing phone calls, emails, and inquiries.
• Maintain visitor sign-in/sign-out records, badges, building access, and security procedures.
• Coordinate incoming and outgoing mail, deliveries, and courier services.
• Maintain a clean, organized, and client-ready reception area, conference rooms, kitchens, and common spaces.
• Respond to routine inquiries and direct more complex questions to the appropriate department or staff member.
• Support meeting and event logistics, including room reservations, setup, materials preparation, catering, and technology needs.

Office Support

• Provide comprehensive administrative support to leadership and department teams.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, meeting materials, and meeting minutes.
• Maintain organized filing systems, records management processes, and document retention practices.
• Coordinate projects, special assignments, departmental initiatives, and operational improvement efforts.
• Maintain office supplies and general plant supplies, purchasing processes, inventory levels, and vendor relationships. Process Reqs, POs and invoices as needed.
• Support departmental recordkeeping, document tracking, database maintenance, and reporting activities.
• Gather, organize, and maintain information for presentations, reports, leadership updates, and departmental communications.
• Perform other administrative, operational, and project support duties as assigned.

HR Support

• Provide administrative support for daily Human Resources operations while maintaining a high level of confidentiality and professionalism.
• Support recruitment activities, including job postings, applicant tracking, interview scheduling, candidate communications, reference checks, employment verifications, and pre-employment screenings.
• Support onboarding and offboarding processes, including orientation scheduling, preparation of materials, completion of required documentation, system updates, and equipment coordination.
• Maintain accurate employee records, personnel files, HRIS data, training records, certifications, benefits documentation, performance evaluations, and other employment-related records.
• Assist with benefits administration, open enrollment activities, employment verifications, compliance reporting, EEO tracking, and required HR reports.
• Serve as a resource for employees by responding to routine questions regarding policies, procedures, benefits, and employment-related matters.
• Coordinate employee engagement initiatives, wellness programs, employee recognition activities, training programs, and company events.
• Generate reports and maintain data necessary for compliance, budgeting, workforce metrics, and departmental operations.
• Protect sensitive employee and business information through proper handling of confidential records and communications.