Position Summary 

The HR / Administrative Coordinator serves as the first point of contact for the office and plays a key role in supporting reception, administrative, and general office operations. This position is primarily administrative in nature and is responsible for maintaining organization, coordination, and communication across the office. 

In addition, the role provides general HR support by assisting employees with basic questions, directing them to appropriate resources, and supporting HR processes under the guidance of the HR team. This position does not make independent HR decisions. 

Supervisory Responsibilities 

 Reception & Administrative Duties (Primary Focus) 

• Serve as the primary point of contact for the reception area, greeting employees, visitors, and vendors
• Answer, screen, and route incoming phone calls and in-person inquiries
• Manage office operations, including office supply orders, conference room scheduling, and shared calendars
• Maintain organized electronic and physical filing systems (HR, Payroll, Safety, IT, Operations)
• Prepare, track, and distribute forms, reports, and internal communications
• Coordinate meetings, interviews, trainings, and company events
• Assist with data entry, spreadsheets, trackers, and reports (Excel, SharePoint, OneDrive)
• Support onboarding logistics, including badges, uniforms, equipment requests, and system access forms
• Ensure accuracy, consistency, and confidentiality of all documentation
• Provide administrative support to leadership and department managers as assigned

Human Resources Support (General Knowledge) 

• Serve as a front-line resource to answer general HR questions via phone or in person and direct employees to the appropriate HR team member or resource
• Assist with new-hire onboarding paperwork and orientation coordination
• Maintain and update employee records in HR systems
• Distribute HR policies, forms, and communications to employees
• Track acknowledgments, signatures, and required documentation
• Provide basic benefits enrollment support by collecting and forwarding information (no advising)
• Assist with offboarding administration, including termination checklists and document collection
• Escalate employee relations, compliance, or sensitive matters to HR leadership

Qualifications 

• High school diploma required; Associate’s degree preferred
• Minimum of 2 years of experience in an administrative, office coordinator, or HR support role
• Strong organizational and time-management skills with attention to detail
• Proficiency in Microsoft Office (Outlook, Word, Excel) and document management systems
• Ability to handle confidential information with professionalism and discretion
• Strong written and verbal communication skills
• Bilingual (English/Spanish)

Skills & Competencies 

• Office and administrative coordination
• Reception and front-line employee support
• Documentation and records management
• Professional communication and customer service
• Confidentiality and discretion
• Basic HR knowledge and terminology
• Ability to follow established processes
• Team-oriented and service-driven mindset

Physical Demands 

• Ability to sit for extended periods while working at a desk and using a computer
• Ability to stand and walk periodically throughout the workday to support reception and office needs
• Frequent use of hands and fingers to operate office equipment, including computers, phones, printers, and copiers
• Ability to communicate effectively in person and over the phone
• Ability to lift, carry, push, or pull office supplies and materials weighing up to 20 pounds on an occasional basis
• Visual acuity sufficient to read documents, computer screens, and written communications