Administrative and HR Support Coordinator

Job Description

Job Description

Position Summary

The Administrative & HR Support Coordinator provides administrative, human resources, event planning, and office operations support to ensure the smooth and efficient functioning of the workplace. This role assists with travel coordination, expense reporting, employee communications, special events, office projects, and general administrative tasks. The position works collaboratively with Human Resources, office leadership, internal committees, local vendors, and other departments to support employee engagement and overall business operations.

Key Responsibilities

Travel & Expense Management

• Coordinate all business travel arrangements, including flights, hotel accommodations, ground transportation, and related logistics.
• Prepare, organize, and submit expense reports for business travel, including flights, hotels, meals, and other approved office-related expenses.
• Coordinate after-hours meals, including lunch and dinner arrangements, scheduling, ordering, and logistics as needed.

Event Planning & Employee Engagement

• Partner with local vendors to coordinate and support community events and employee engagement initiatives.
• Assist with planning and coordinating committee events, including logistics, scheduling, materials, and event execution.
• Provide administrative and kitchen support for special events, including food arrangements, setup, coordination, and cleanup as needed.
• Create flyers and promotional materials for special events and activities in the cafeteria.
• Maintain and update the Global Exchange Board to support employee communication, awareness, and engagement.

Communications & Digital Content

• Create and publish employee-facing announcements and visual communications using Canva.
• Prepare and coordinate content for office television displays, ensuring information is current, accurate, and engaging.
• Assist with drafting, preparing, and distributing employee announcements through Paylocity.
• Develop and maintain flyers, signage, and other communication materials for workplace events and initiatives.

Office Administration & Facilities Support

• Coordinate the ordering of supplies, materials, and other needs associated with office renovation projects.
• Assist with office improvement projects, workplace organization, and general office house projects.
• Coordinate business card orders and assist employees with related requests.
• Scan, organize, and maintain documents to support efficient recordkeeping and administrative processes.
• Provide general administrative support to help maintain an organized, efficient, and welcoming office environment.

Human Resources & Special Projects

• Assist with the development, coordination, and completion of job descriptions and related documentation.
• Support administrative HR projects, including document preparation, data organization, communications, and project coordination.
• Assist with additional HR  initiatives and administrative projects as assigned.
• Collaborate with the HR team and other departments to support ongoing business needs and improve administrative processes.

Qualifications & Skills

• Strong organizational and time-management skills, with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Canva, Microsoft Office, and other administrative software; experience with Paylocity is a plus.
• Strong attention to detail and commitment to accuracy.
• Ability to coordinate events, vendors, travel arrangements, and office projects effectively.
• Strong interpersonal skills and the ability to work collaboratively across departments.
• Ability to handle confidential information with professionalism and discretion.
• A proactive, flexible, and service-oriented approach to administrative support.

Overall Expectations

The successful candidate will be organized, resourceful, detail-oriented, and adaptable, with a strong focus on supporting employees, enhancing workplace communication, coordinating events, and maintaining efficient office operations. This role requires initiative, collaboration, and the ability to balance routine administrative responsibilities with special projects and evolving business needs.

Vibram is a growth company seeking motivated individuals to grow with it. We offer a supportive work environment, professional development, and a collaborative culture.  

Vibram is committed to diversity and inclusion in our workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, or disability.