HR & Operations Coordinator

Job Description

Job Description

JOB SUMMARY

The Operations & HR Coordinator provides administrative, logistical, and systems support for BHNC's human resources and organizational operations functions. Reporting directly to the HR & Operations Manager, this position plays an important role in ensuring that HR processes, employee records, office systems, compliance documentation, facilities coordination, and administrative workflows are accurate, organized, timely, and consistently maintained. The Coordinator serves as the primary administrative support to the HR & Operations Manager and works closely with employees, supervisors, Finance, program staff, vendors, consultants, and other organizational partners. Success in this position requires exceptional organization, attention to detail, follow-through, discretion, comfort managing multiple deadlines, and the ability to appropriately handle confidential employee and organizational information.

BERNAL HEIGHTS NEIGHBORHOOD CENTER

Now celebrating our 49th year as a community-based, member-led nonprofit organization, BHNC's mission is to preserve and enhance the ethnic, cultural, and economic diversity of Bernal Heights and surrounding neighborhoods. We accomplish our mission by developing affordable housing throughout San Francisco; providing linguistically and culturally responsive services to our community's most vulnerable adults, seniors, youth, and their families; developing leaders; and organizing and empowering our tenants, clients, members, and allies to advocate for their needs and for the needs of the community.

BHNC meets its mission through five key program areas: affordable housing development, youth programs, senior programs, employment development, and community engagement.

CORE RESPONSIBILITIES

Human Resources Administration & Employee Lifecycle

• Maintain accurate, confidential, and audit-ready personnel files, HR records, and employee information in ADP and other HR systems.

• Coordinate administrative aspects of recruitment, onboarding, employee changes, performance reviews, training, and offboarding, including scheduling, documentation, background checks, and follow-up.

• Maintain HR calendars and tracking systems for evaluations, certifications, required trainings, benefits, leaves, and other employee-related deadlines.

• Prepare routine HR documentation and reports and follow up with employees and supervisors regarding outstanding requirements.

• Provide confidential administrative support for employee relations, investigations, grievances, and performance management matters as directed by the HR & Operations Manager.

Benefits, Leave, Payroll & Compliance

• Support administration of employee benefits, open enrollment, leaves, Workers' Compensation, return-to-work processes, and related employee documentation.

• Coordinate employee and payroll changes with the HR & Operations Manager and Finance, maintaining accurate supporting documentation.

• Maintain required Federal, California, and San Francisco employment postings, compliance calendars, safety records, and documentation.

• Support HR and compliance audits, including personnel, wage-and-hour, benefits, Workers' Compensation, OSHA, IIPP, and Workplace Violence Prevention records.

• Track deadlines, missing documentation, and potential compliance issues and promptly escalate them to the HR & Operations Manager.

Office & Facilities Operations

• Coordinate day-to-day office operations, including supplies, facilities requests, IT and telecommunications needs, equipment, mail, and administrative systems.

• Maintain organized operational records, including vendor information, contracts, certificates of insurance, warranties, and other organizational documentation.

• Coordinate with vendors and staff to ensure operational and facilities issues are addressed and resolved timely.

• Support front desk and other administrative operations as needed.

Events & Organizational Support

• Coordinate administrative and logistical aspects of community room rentals, including scheduling, agreements, documentation, and internal coordination.

• Provide logistical and administrative support for major organizational activities and events, including Fiesta on the Hill, membership activities, open houses, staff events, and other organizational initiatives.

• Coordinate vendors, supplies, schedules, and other event-related logistics as assigned.

Project, Systems & Workflow Coordination

• Use Asana and other organizational systems to manage projects, recurring responsibilities, deadlines, and follow-up.

• Maintain departmental calendars, task lists, checklists, templates, standard operating procedures, and tracking systems.

• Provide regular status updates to the HR & Operations Manager regarding deadlines, outstanding tasks, and unresolved issues.

• Identify opportunities to improve administrative systems, recordkeeping, and workflow efficiency.

• Complete special projects and other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Exceptional organizational skills and attention to detail.

• Demonstrated ability to manage multiple responsibilities, deadlines, and competing priorities.

• Strong follow-up and follow-through skills.

• Ability to handle confidential and sensitive employee information with discretion.

• Sound judgment regarding when an issue should be escalated to management.

• Strong written and verbal communication skills.

• Ability to interact professionally and respectfully with employees, managers, community members, vendors, consultants, and partners from diverse backgrounds.

• Ability to work independently while maintaining regular communication with the HR & Operations Manager.

• Ability to create and maintain reliable administrative systems and accurate records.

• Strong problem-solving skills and willingness to identify and correct administrative gaps.

• Commitment to BHNC's mission, community-centered work, social justice, and an inclusive workplace.

TECHNICAL PROFICIENCY

• Proficiency with Google Workspace, including Gmail, Drive, Docs, Sheets, and Calendar.

• Proficiency with Microsoft Word and Excel.

• Experience with or ability to quickly learn ADP or similar HRIS/payroll systems.

• Experience with or ability to quickly learn Asana or similar project-management systems.

• Ability to effectively use Zoom and Slack.

• Ability to learn organizational financial, facilities, document-management, and other administrative systems.

EDUCATION & EXPERIENCE

• Associate's degree, bachelor's degree, HR certificate, or equivalent combination of education and relevant experience preferred.

• Two or more years of administrative, human resources, operations, office management, or related experience preferred.

• Experience working with confidential employee or organizational records strongly preferred.

• Experience in a nonprofit, community-based organization, or similarly dynamic work environment is desirable.

• HR, payroll, benefits, recruitment, or compliance administration experience is highly desirable.

HOURS: Full-time, non-exempt position. 9 - 5pm, some evenings for events/rentals. Some flexibility on work schedule.

BHNC is an Equal Opportunity Employer.

PI286749300