Office Coordinator / Recruiting & HR Assistant

Job description

Position Summary:

Pacifico Energy Group is seeking a tech-savvy, proactive, and highly organized Office Coordinator & Recruiting/HR Assistant to be the welcoming face at our front desk and the engine behind our growing office. This is a full-time, on-site role seated at reception—you’ll greet everyone who walks in while keeping the office running smoothly and partnering closely with the People team on recruiting, onboarding, benefits, and culture.

As Pacifico builds out its team, this role is central to both the day-to-day office experience and our hiring momentum. Success calls for a critical thinker with excellent attention to detail, the poise to stay cool under pressure, and the agility to juggle multiple priorities in a fast-paced, dynamic environment. If you thrive on building relationships, welcoming people warmly, sourcing great talent, and delivering service at a moment’s notice, we’d love to meet you. No travel required.

What you get to do:

Front Desk & Daily Office Operations

• Sit at reception as the welcoming face of the office—greet visitors, manage deliveries, answer the main phone line, and triage incoming requests.

• Manage all incoming and outgoing mail—open, scan, and distribute mail, prepare shipping labels, and send out packages.

• Own conference-room calendars and office-wide communications.

• Conduct daily walkthroughs to keep shared areas spotless; coordinate facilities and plant care.

• Track inventory and restock office/kitchen supplies; keep refreshments and fridge organized.

• Maintain printers and act as liaison with our external IT vendor for day-to-day tech issues.

Sourcing & Recruiting Support

• Provide high-volume sourcing support to the talent management team—identifying and surfacing candidates across platforms (LinkedIn, referrals, job boards, etc.).

• Draft and send candidate outreach, including LinkedIn InMails and email reachouts, to build strong talent pipelines.

• Screen resumes and assist with initial candidate assessments as directed by the talent management team.

• Coordinate recruiting logistics, including scheduling on-site and virtual interviews and reserving rooms.

• Partner with the talent management team and hiring managers to ensure a smooth, timely, and positive candidate experience.

• Track candidates and recruiting activity in the ATS or shared recruiting tools.

New-Hire Experience & Onboarding

• Send welcome emails and set up desks, laptops, and equipment for new hires.

• Coordinate laptop and hardware setup and act as liaison with our IT vendor for new-hire and ongoing equipment needs.

• Initiate background checks and collect I-9 documentation.

• Guide new hires through their first week and ensure a smooth onboarding experience.

HR Programs & Benefits Administration

• Maintain employee data; support leave tracking and personnel-file compliance.

• Audit monthly medical, dental, vision, life, and ancillary benefit invoices; resolve discrepancies.

• Administer COBRA: send election notices, track payments, and coordinate with the third-party administrator.

• Drive open-enrollment logistics—info sessions, election collection, and follow-ups.

• Track annual compliance trainings and policy acknowledgments; compile completion metrics.

• Help administer benefits, employee records, and People team processes with accuracy and confidentiality.

Meetings, Events & Culture

• Plan and execute on-site meetings, All-Hands, and team events—including logistics, catering, and A/V.

• Help plan and support celebrations, milestone events, team-building activities, and the annual holiday party for the office.

• Support People-team initiatives related to employee engagement, culture, and internal events as needed.

Finance, Vendors & Compliance

• Collect receipts and manage monthly expense reporting through our expense and accounts payable (AP) tools; ensure timely reimbursements.

• Book and coordinate travel arrangements—flights and hotels—for employees and leadership as needed.

• Serve as point of contact for local vendors and service providers; track contracts and service levels.

• Assist with corporate entity registrations, compliance filings, and document preparation for filings (e.g., CSLB and similar).

People-Team & Documentation Support

• Provide calendaring, document preparation, and ad-hoc project support to the People team.

• Keep HR documentation organized and up to date in SharePoint and Google Drive—managing folder structures, file permissions, and archives.

Other Duties

• Tackle additional office, administrative, or People-team tasks as they arise to keep Pacifico running efficiently.

Job requirements

What you bring to the role:

• 2+ years in office coordination/management, people operations, recruiting support, or a similar administrative role.

• Tech-savvy: comfortable with expense and accounts payable (AP) tools, applicant tracking systems (ATS), HRIS platforms, Microsoft Suite, Google Workspace, SharePoint, and modern collaboration tools.

• Excellent attention to detail and a passion for process accuracy.

• Welcoming, service-oriented demeanor with outstanding interpersonal skills—comfortable being the first point of contact at the front desk.

• Strong organizational and multitasking abilities; stays calm and adaptable under pressure.

• Proven critical-thinking and problem-solving skills in fast-moving environments.

• Superior written and verbal communication; able to represent Pacifico professionally at all levels.

• Discretion with confidential information and a genuine enthusiasm for enhancing the employee experience.

(If you meet most—but not all—of the criteria, we still encourage you to apply.)

Ready to keep our office humming and our people thriving? Apply today!

All done!

Your application has been successfully submitted!

You've already applied for this job

We appreciate your interest in this position. Unfortunately, you have already applied for this job.