HR & Office Coordinator

Job Description

Job Description

Location: Hayward, CA (On-Site)
Salary: $25.00–$32.00 per hour (Full-time 1.0 FTE, Non-Exempt)

About Stelle

Stelle (stelleworld.com) is a mom-trusted dancewear & athleisure brand best known for girls’ ballet and dance essentials. Founded in 2015, our woman-led team has supported modern women, moms, and active kids with quality dancewear, activewear, and timeless athleisure staples.

With over 15 million products sold worldwide, Stelle designs pieces that move seamlessly from the dance studio to daily life. Our e-commerce platform serves a growing community that values both fashion and function, offering apparel that helps girls and women look, feel, and move their best through every stage of life.

Position Summary

Stelle Athletica is seeking an organized, dependable, and people-focused HR & Office Coordinator to support daily human resources administration and office operations.

This position will assist with recruiting, onboarding, employee records, benefits administration, office coordination, facilities requests, and general administrative responsibilities. The ideal candidate is detail-oriented, professional, responsive, and comfortable managing multiple priorities in a fast-paced office environment.

The HR & Office Coordinator will regularly interact with employees, candidates, managers, vendors, building management, and service providers. This position requires discretion, strong follow-through, and the ability to handle confidential employee information appropriately.

Key Responsibilities

Human Resources Support

• Assist with job postings, candidate communications, interview scheduling, and recruitment tracking.
• Coordinate pre-employment activities, including background checks, reference checks, and new-hire documentation.
• Prepare onboarding schedules, employee files, orientation materials, system access requests, and first-day instructions.
• Support new-hire orientation and ensure required employment forms are completed accurately and on time.
• Maintain accurate and confidential electronic and physical employee records.
• Assist with employee changes, including promotions, transfers, compensation updates, leaves of absence, and terminations.
• Prepare routine HR letters, forms, notices, and internal employee communications.
• Assist employees with general questions regarding company policies, benefits, payroll processes, timekeeping, and available resources.
• Support benefits enrollment, retirement-plan administration, and employee eligibility tracking.
• Assist with leave-of-absence administration and documentation under the direction of the HR Manager.
• Track required training, policy acknowledgments, licenses, certifications, and compliance deadlines.
• Help maintain HR reports, employee lists, organizational charts, and personnel-related spreadsheets.
• Support employee engagement activities, company events, recognition programs, and workplace communications.
• Maintain confidentiality and protect sensitive employee and company information.

Office Administration

• Serve as a professional and welcoming point of contact for employees, candidates, vendors, visitors, and service providers.
• Monitor the general HR and office email inboxes and direct inquiries to the appropriate team member.
• Coordinate incoming and outgoing mail, deliveries, packages, and document distribution.
• Maintain office supplies, kitchen supplies, equipment, and other workplace materials.
• Monitor inventory levels and place orders with appropriate approval.
• Maintain shared office calendars, conference-room schedules, visitor arrangements, and meeting logistics.
• Prepare meeting rooms, interview spaces, onboarding stations, and company-event areas.
• Assist with printing, scanning, filing, copying, mailing, and document organization.
• Help maintain an organized, professional, safe, and welcoming office environment.
• Support administrative projects and prepare reports, trackers, and presentations as requested.

Facilities and Vendor Coordination

• Communicate with property management, contractors, janitorial providers, security vendors, internet providers, and other office service partners.
• Submit and track facilities requests involving access cards, keys, office equipment, maintenance, repairs, cleaning, utilities, and workplace safety.
• Coordinate vendor visits and provide appropriate access to the office.
• Maintain vendor contact information, service records, inspection documents, and office-related agreements.
• Monitor completion of office maintenance and repair requests and follow up on outstanding items.
• Assist with office moves, seating arrangements, equipment setup, and workspace organization.
• Support workplace safety inspections, emergency-preparedness activities, and required workplace postings.
• Report workplace hazards, damaged equipment, security concerns, or maintenance issues to management promptly.

Additional Responsibilities

• Assist with special HR, operations, and facilities projects.
• Develop and maintain administrative procedures, checklists, and tracking systems.
• Identify opportunities to improve office organization and employee-service processes.
• Provide backup administrative support to other departments when needed.
• Perform other duties reasonably related to the position.

Qualifications

• Previous experience supporting HR operations in a California workplace.
• Familiarity with employee onboarding, benefits administration, recruitment coordination, and personnel records.
• Experience using ADP Workforce Now or another HRIS platform.
• Experience coordinating office vendors, property-management requests, maintenance services, or facilities projects.
• Basic knowledge of California employment practices and recordkeeping requirements.
• Experience working in an e-commerce, retail, fashion, creative, or growing small-business environment.
• Bilingual proficiency in English and Mandarin Chinese is helpful but not required.

What we offer

• Competitive salary: 25.00–$32.00 per hour based on experience
• Paid time off
• Paid company holidays
• 401(k) plan
• Medical, dental, and vision coverage
• Employee discount on Stelle merchandise

Stelle is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics.