Office Administrator/HR Support

Description

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.

Requirements

Education & Experience

• High school diploma or equivalent required.
• Minimum of two (2) years of experience in administrative support, human resources support, office coordination, customer service, or a related role preferred.
• Experience working in a fast-paced office environment with multiple priorities and deadlines preferred.

Knowledge, Skills & Abilities

• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with Human Resources Information Systems (HRIS), applicant tracking systems, or other business software preferred.
• Excellent organizational, planning, and time management skills with the ability to manage multiple tasks simultaneously.
• Strong verbal and written communication skills with a professional and customer-focused approach.
• Ability to interact effectively with employees, visitors, candidates, vendors, and leadership at all levels of the organization.
• Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive employee and company information.
• Strong attention to detail, accuracy, and follow-through.
• Ability to work independently while also collaborating effectively as part of a team.
• Proficient in maintaining records, data entry, document management, and report preparation.
• Ability to analyze information, resolve routine issues, and make sound decisions within established guidelines.
• Strong interpersonal skills with a positive, service-oriented attitude.

Physical Requirements

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to occasionally lift and carry office materials and supplies up to 25 pounds.
• Ability to communicate effectively in person, by telephone, and through electronic communication methods.