Workplace and People Operations Coordinator

Workplace and People Operations Coordinator

El Segundo, CA

HiveWatch is a tech-forward, inclusive organization fostering the evolution of the physical security industry. We are a diverse team of forward thinkers who empower each other to find creative and collaborative solutions in an industry ripe for modernization. We are passionate about the problems we're solving for our customers and equally passionate about the company we're building.

HiveWatch is here to help security teams pivot from chasing threats to preventing them. We protect organizations, people, and property through the intelligent orchestration of physical security programs. With better communication, more insights, and less "noise", we are modernizing what it means for businesses and their employees to truly feel safe.

About the Role

The Workplace Experience and People Operations Coordinator is the 'face' of our El Segundo HQ, and a first point of contact for candidates and new hires. This dynamic role supports multiple areas of the organization, with a primary focus on administering and improving our people operations, recruiting, and workplace programs, exercising independent judgment and discretion on matters that affect the company. This role will report to the Manager of Talent Acquisition.

You'll manage our Main Street office, oversee visitor and candidate experiences, and manage key programs like onboarding and recruiting. Every day will bring opportunities to solve problems, connect with people, and make HiveWatch an environment our team loves working from.

We're looking for someone who's highly organized, adaptable, and has an excellent eye for detail. You are the type of person who finds genuine satisfaction in making things work better. This role is for someone who can Get Gritty. Someone who rolls up their sleeves, finds resourceful fixes, and takes ownership of the details that make a workplace feel energizing.

People Operations:

As HiveWatch's Workplace Experience Captain, you'll design, administer, and continuously improve an organized, memorable candidate, new hire, and employee experience.

• Own interview scheduling, including complex onsite itineraries and candidate travel as needed.
• Conduct recruiter interviews and screenings for HiveWatch's GSOC organization, serving as an ambassador for HiveWatch's culture and values through the process. Act as both the culture champion and protector for the GSOC organization.
• Partner with the Manager of Talent Acquisition on manager training initiatives: supporting training facilitation and helping build a best-in-class hiring team.
• Organize kick offs, prep calls, pre-briefs, debriefs, and other meetings to keep hiring on track.
• Conduct requisition audits to ensure no candidate communication or scheduling falls through the cracks.
• Consistently champion the candidate experience alongside the Manager of Talent Acquisition, proactively thinking of touch points to boost employer branding, keep candidates in the loop, and provide updates to the hiring process to candidates.
• Communicate proactively with candidates and hiring teams to ensure a smooth, high-quality process.

People Operations and Benefits Administration

• Manage internal timesheet corrections and field related questions
• Support payroll needs by analyzing and reconciling paystubs, timesheets, and time off (vacation and sick days), exercising independent judgment to identify, investigate, and resolve discrepancies.
• Be the first point of contact for benefits, working with HiveWatch's external broker to answer employee questions as needed.
• Support administration of 401(K) benefits in HiveWatch's payroll system, BambooHR.
• Own and recommend improvements to HiveWatch's onboarding, workplace, and people operations policies.
• Serve as a first-level resource for benefits and leave questions, analyzing employee circumstances and exercising discretion to make initial eligibility and administration determinations, escalating matters that require higher-level approval.
• Evaluate, select, and recommend office and people operations vendors, negotiating terms and making purchasing recommendations.
• Own and set the office, inventory, and events budgets, prioritizing spending and making strategic allocation decisions across competing needs.
• Identify, analyze, and resolve workplace and people operations issues of significance, formulating recommendations and implementing solutions with limited direction.

New Hire Onboarding

• Own the new hire onboarding experience, scheduling sessions, coordinating travel logistics, setting up desks, preparing new hire swag, and facilitating office tours.
• Onboard new hires on backend systems and administer benefit elections
• Hold a high bar for every new hire's first impression, ensuring Day 1 feels intentional and welcoming.
• Be the go-to resource for new hire questions regarding benefits, resources, inventory, etc., helping new hires settle in quickly to ensure they are set up for success.

Office Operations & Facilities

Own and manage the day-to-day rhythm of our office, including:

• Own office vendor relationships and procurement - managing cleaners, contractors, and maintenance crews to ensure the office is spotless and running smoothly.
• Lead the office and inventory budget, making strategic purchasing decisions to ensure the space is set up for optimal employee and candidate experience.
• Own the relationship with property management on building issues and improvements.
• Own the office food and beverage program: ordering lunches, snacks, beverages, as well as keeping the office kitchen stocked.
• Take pride in the physical space: overseeing cleaning vendors and coordinating upkeep so that shared areas remain orderly throughout the day.
• Keeping storage areas neat, organized, and functional, proactively identifying and solving problems before they arise
• Reset and maintain conference rooms and shared spaces, holding a high bar for how the office looks and functions at all times.
• Champion the look, feel and energy of our office, bringing creative ideas to make the space feel beautiful, functional, and inspiring, even on a budget.
• Partnering with IT to make sure equipment runs smoothly.

Safety and Compliance:

• Support safe, secure, and compliant workplace, taking accountability for both day-to-day conditions and long-term standards, proactively optimizing security standards in partnership with IT.
• Maintain safety certifications and run regular checks on emergency equipment.
• Update safety documentation: keeping evacuation routes, procedures, and policies up to date and audit-ready.
• Stay ahead of best practices in workplace safety and compliance, proactively implementing improvements.

Visitor Management:

As the first face of HiveWatch, you'll own the visitor experience from arrival to departure:

• Own the end-to-end visitor management program, continuously optimizing the visitor experience to reflect HiveWatch's brand and values.
• Partner closely with the HiveWatch GSOC to manage all visitor arrivals and arrival processes, ensuring seamless coordination and a consistently professional experience.
• Greet guests warmly, offer refreshments, and set a welcoming, polished tone for every visit.
• Notify the team of arrivals and keep visitor meetings on schedule.

Events and Culture:

• Manage HiveWatch's Culture Club, serving as its leader and project manager, shepherding morale and culture-building events large and small from conception to execution.
• Drive event planning end-to-end, managing logistics, timelines, vendors, and communications to deliver memorable experiences for the team. Collaborate with the HiveWatch Culture Club to align on programming and priorities.
• Embody our value of Birthday Cards over Business Cards, building real relationships and community among the team.

Preferred Qualifications

• 2+ years of administrative experience in a fast-paced, demanding environment. Recent graduates with relevant internship experience will be considered
• 1+ years of experience with people operations, to include recruiting and benefits administration
• Intrinsic sense of urgency and desire to get things done at a high level of quality. Incredibly proactive and able to take initiative and work efficiently with little direction. Does things without being asked, because they simply care and take pride in their work
• Strong, compelling verbal and written communications that balance professionalism with the right tone and are appropriately tailored to the audience.
• Detail-obsessed. You notice what others might miss and care deeply about doing things right.
• Organized, reliable, and able to juggle multiple moving parts without losing track.
• Unflappable under pressure and optimistic by nature. You keep your composure when things get busy.