Office Coordinator

Office Coordinator

Our client is seeking a highly organized, service-oriented People Operations Coordinator to support workplace operations, employee programs, and day-to-day HR administrative processes. This role plays an important part in creating a welcoming, collaborative, and productive work environment while helping ensure the smooth execution of office operations and employee-related activities. The People Operations Coordinator will serve as a primary point of contact for employees and visitors, assisting with routine HR inquiries, onboarding, employee lifecycle processes, workplace events, and employee engagement initiatives. The ideal candidate is proactive, detail-oriented, and comfortable balancing office management responsibilities with HR and administrative support in a fast-paced environment.

Key Responsibilities

Workplace Experience & Office Operations

• Serve as a primary point of contact for the Charlotte office, maintaining a professional, welcoming, and engaging workplace environment.
• Manage visitor access, office entry procedures, and security protocols across multiple office locations.
• Coordinate with building management, vendors, and service providers to address facility, maintenance, and workplace needs.
• Keep office spaces, conference rooms, kitchens, and common areas organized and presentable.
• Monitor and replenish office, kitchen, and first aid supplies, track related expenses, and coordinate maintenance of office equipment and kitchen appliances.
• Receive, distribute, and manage incoming mail, deliveries, and packages.
• Answer, screen, and route incoming phone calls.

Employee Experience & Culture

• Coordinate employee events, celebrations, recognition activities, team lunches, and office gatherings.
• Assist with planning and executing onsite meetings, leadership visits, town halls, and employee engagement initiatives.
• Support HR and business leaders in creating meaningful employee experiences that reinforce company values and workplace culture.
• Maintain employee-facing resources, communications, and workplace information.

People Operations Support

• Coordinate recruitment activities, including interview scheduling, candidate communication, activation processing, onboarding logistics, and recruiting documentation.
• Serve as a first point of contact for routine employee HR questions and direct inquiries to the appropriate HR team members when needed.
• Support onboarding and offboarding activities, including new-hire preparation, orientation logistics, workspace setup, and employee communications.
• Assist with HR administrative processes, documentation, employee records, and workflow coordination.
• Support employee lifecycle activities, including recognition programs, training coordination, and HR communications.
• Maintain the confidentiality and accuracy of employee information and documentation.
• Assist with HR projects, process improvements, and operational initiatives as needed.

Administrative & Executive Support

• Provide administrative support for leadership meetings, including scheduling, catering, and meeting logistics.
• Coordinate food orders, event planning, and other executive support activities as needed.
• Support special projects and cross-functional initiatives.

Qualifications

• 12 years of experience in office administration, front desk operations, administrative support, People Operations, HR support, or workplace operations.
• Strong customer service mindset and a passion for creating positive employee and visitor experiences.
• Excellent organizational skills and the ability to manage multiple priorities while maintaining attention to detail.
• Strong communication and interpersonal skills, with a professional, approachable, and collaborative demeanor.
• Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
• Self-motivated, with the ability to take ownership, anticipate needs, and follow through independently.
• Comfortable learning and using HR systems, workflow tools, and technology platforms.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Strong Excel skills required, including the ability to build and manage spreadsheets and run reports.
• Experience supporting HR, onboarding, employee programs, or People Operations processes preferred.
• Experience working in a fast-paced, growth-oriented environment preferred.

Systems & Tools

• Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint
• HR systems and employee recordkeeping platforms
• Recruiting and interview scheduling tools
• Workflow management and administrative systems
• Spreadsheet reporting and tracking tools
• Office equipment and workplace management resources

Work Environment & Schedule

• Hybrid position based in Charlotte, NC.
• Supports day-to-day office operations and employee experience initiatives.
• Collaborates with HR, business leaders, employees, vendors, and external service providers.
• Balances workplace coordination, HR administration, employee engagement, and leadership support.
• Requires discretion when handling confidential employee information.
• Ideal for someone who enjoys a combination of office management, employee interaction, and HR administrative responsibilities.

Ideal Candidate Profile

The ideal candidate is a proactive, organized, and people-oriented professional who enjoys creating a positive workplace experience while supporting HR and administrative operations. They should be comfortable serving as a resource for employees and visitors, coordinating office logistics, and managing multiple responsibilities with professionalism and attention to detail.

Equal Opportunity Employer

Addison Group provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws. Reasonable accommodations are available for qualified individuals with disabilities upon request.