Office & HR Coordinator

POSITION SUMMARY

The Office/HR Coordinator provides administrative support to the Human Resources function while serving as the front desk point of contact at AES's corporate office in Des Plaines, IL. This role is responsible for maintaining a professional and welcoming office environment while supporting day-to-day HR coordination and general office operations.

This position is primarily administrative in nature and includes responsibilities such as coordinating meetings, travel, and employee events, managing office operations and supplies, supporting recruitment coordination, and assisting with HR documentation and processes. The role also supports broader business needs as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:Front Desk & Office Administration

• Serve as the primary point of contact at the front desk, ensuring a professional and welcoming environment for visitors, employees and vendors.
• Coordinate office operations, including ordering and maintaining office supplies, managing deliveries and organizing common areas.
• Order and manage company-branded materials.
• Maintain a high level of professionalism and customer service in all interactions with internal and external stakeholders.

Administrative & Event Coordination

• Coordinate meetings, travel arrangements, and team events, including scheduling, logistics, and catering.
• Support employee engagement initiatives, including organizing lunches, celebrations and recognition activities.
• Coordinate employee acknowledgments and support engagement efforts related to key milestones and life events.

• Support overall office operations by proactively identifying and addressing administrative needs.

HR Support

• Assist with recruitment coordination, including scheduling interviews and communicating with candidates.
• Maintain accurate employee records and support HR documentation processes within HR systems.
• Respond to general HR inquiries and direct employees to appropriate resources or escalate as needed.
• Provide administrative support to the HR team as needed.

QUALIFICATIONS AND EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and/or preferred skills listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent required; associate degree in Human Resources, Business Administration, or a related field preferred.
• 2+ years of experience in an administrative, HR support or office coordination role.
• Experience working in a fast-paced office environment, preferably within an industrial, manufacturing or service-based organization.
• Familiarity with HRIS and/or payroll systems (e.g., ADP, Workday, UKG) is preferred.
• Basic understanding of HR processes and workplace policies; exposure to safety or compliance programs is a plus.
• Strong organizational skills with the ability to manage multiple priorities and administrative tasks efficiently.
• High level of professionalism, discretion and ethical behavior when handling sensitive information.

OTHER SKILLS AND ABILITIES:

• Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint.
• High level of integrity and discretion when handling confidential information.
• Strong attention to detail with a focus on accuracy and consistency.
• Ability to work both independently and collaboratively within a team environment.
• Strong written and verbal communication skills, with the ability to interact professionally with employees and external partners.
• Strong organizational, time management, and prioritization skills.
• Self-starter with a positive attitude and willingness to learn in a fast-paced environment.
• Must be able to read, write, and speak the English language.
• Must have a valid driver's license.
• Must be legally authorized to work in the United States.