Office & HR Coordinator

About the Opportunity

As our Office & HR Coordinator, you will be the operational heartbeat of our team. This is a highly visible, hands-on role that touches nearly every part of the business — from keeping shared spaces stocked and welcoming, to coordinating events and travel, to supporting our HR and sales operations with precision and care. You will wear many hats, and you will thrive doing it.

This role is a great fit for someone who takes pride in creating a warm, professional environment, moves quickly without sacrificing accuracy, and genuinely enjoys being the person others can count on.

What You'll Do

• You'll manage inventory of office, food, and kitchen supplies, maintain shared spaces (kitchen, conference rooms, common areas), oversee vendor relationships, and distribute mail and correspondence — making sure everyone has what they need, when they need it.

• You'll serve as the first point of contact for employees, visitors, candidates, vendors, and board members — greeting guests with professionalism and warmth and ensuring every person who walks through the door has a positive experience.

• From weekly team meetings to all-hands sessions and offsite events, you'll manage scheduling, logistics, room booking, catering, materials, setup, and post-event follow-up — including gathering slides, sending recaps, and tracking action items.

• You'll draft and send standard HR communications, coordinate onboarding activities for new employees, and maintain accurate, confidential records. Your discretion and reliability will make you a trusted partner to the HR function.

• You'll manage calendars, book travel (flights, hotels, ground transportation), and assist with expense reports — keeping leadership organized and moving.

• You'll manage, route, and file NDAs; set up new customers and vendors in ProShop; and ensure all required data is accurately entered and maintained.

• You'll assist with processing vendor invoices, coordinate approvals, ensure timely payments, and maintain accurate accounts payable records.

• Support additional projects and cross-functional needs as they arise.

What We’re Looking For

Education & Experience

• High school diploma with at least 2 years of experience in office administration, operations coordination, executive/administrative support, or a related role; bachelor's degree preferred

• Demonstrated experience coordinating logistics for meetings, events, travel, or on-site visits, including vendor and catering coordination

• Experience supporting onboarding or HR administrative processes — such as sending new hire communications, scheduling orientations, or maintaining employee files

• Experience providing direct administrative or calendar support to managers or senior leaders.

• Experience handling confidential documents — HR records, NDAs, vendor contracts, or similar materials.

• Experience with data entry in business systems (CRM, ERP, or similar); prior experience with ProShop or customer/vendor setup is a plus

Skills & Abilities

• Exceptionally organized — you manage multiple concurrent priorities, meet deadlines, and maintain accuracy without being asked twice.

• A strong communicator — you write clear, professional correspondence independently and interact comfortably with everyone from new hires to board members.

• Warm and service-oriented — you understand that the office environment reflects the company culture, and you take that seriously.

• Meticulous and proactive — you catch errors before they become problems and follow up on action items without prompting.

• Trustworthy with sensitive information — you exercise sound judgment and maintain strict confidentiality.

• A team player — you collaborate across functions, adjust fluidly as priorities shift, and support a fast-moving team where every role carries impact.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new tools quickly.

• Always looking to improve — you spot opportunities to streamline workflows and act on them.

Physical Requirements

• This is a full-time, on-site position based in our office. Occasional early mornings, evenings, or weekend hours may be required around events or company meetings. No travel required.

• This role involves a mix of desk-based work and active movement throughout the office. Candidates should be comfortable regularly sitting at a workstation for extended periods; moving throughout the office to greet visitors, support meetings, and manage shared spaces; operating standard office equipment; and occasionally lifting and carrying supplies or event materials up to 25 lbs. Some stooping, bending, reaching, or extended standing during events may be required.

Job Type: On-Site

Job Location: Woburn, MA. At this time, we are only considering applicants within a 100-mile radius. No relocation assistance provided.

About Rennscot MFG

Rennscot MFG, founded in 2017, started as a motorsports-focused shop in the aftermarket automotive industry. Now, they are a leading provider of advanced manufacturing services located in Woburn, MA. Rennscot MFG strives to be more than just a machine shop; they solve problems in innovative ways, using a suite of integrated services to fuel a passion for ideation. With a focus on diversifying into commercial and critical technology sectors, Rennscot MFG delivers cutting-edge technologies and unwavering commitment to quality. They offer a comprehensive range of services, including reverse engineering, metal & polymer additive manufacturing, and precision machining to support various industries’ needs. For more information, visit rennscotmfg.com .

ITAR Requirement

To conform to US Government export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a US citizen, lawful permanent resident of the US, protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the US Department of State. Learn more about the ITAR here: .

EEO Statement

Rennscot MFG is an Equal Opportunity Employer; employment with Rennscot MFG is governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin/ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.