Front Desk & HR Administrative Support Coordinator

Job Description

Job Description

Position Summary

The Front Desk & HR Administrative Support Coordinator serves as the first point of contact for employees, visitors, and candidates at the facility, while providing day-to-day administrative support to the HR department. This role requires consistent on-site presence, a professional and welcoming demeanor, strong organizational skills, and the ability to handle confidential information with discretion.

Essential Duties and Responsibilities

Front Desk and Facility Access

• Serve as the primary on-site point of contact for employee, visitor, and candidate arrivals; greet and direct all guests in a professional and timely manner.

• Manage facility access including opening and securing entry points, issuing visitor badges, and coordinating with security or management as needed.

• Create and manage employee access badges for new hires, replacements, and status changes.

• Receive, sort, and route incoming mail and HR-related correspondence.

HR Administrative Support

• Validate employee PTO and sick time slips; scan and forward sick slips to the Payroll team for processing. • Maintain and organize HR document filings, including personnel records, onboarding documentation, and HR correspondence, in accordance with company retention practices and confidentiality requirements. • Prepare and distribute the monthly headcount report as directed by the HR Operations Lead.

• Draft org announcements and internal HR communications as assigned, following provided templates and guidelines.

• Review hourly employee time pouches for completeness and accuracy; flag discrepancies to the HR Operations Lead or Payroll team for resolution.

Vendor, Supply, and Event Coordination

• Coordinate coffee vendor supplies and office supply ordering for the HR department and facility.

• Provide on-site event support for company functions, employee recognition activities, and HR sponsored events.

• Submit HR-related IFS purchase requisitions as directed by the HR Operations Lead.

General

• Maintain confidentiality of all HR-related information encountered in this role.

• Perform other administrative and HR support duties as assigned by the HR Operations Lead.

Minimum Qualifications

• One or more years of administrative, front desk, receptionist, or office coordination experience.

• Professional, reliable, and welcoming presence; comfortable as the face of the facility.

• Strong organizational skills and ability to manage multiple tasks simultaneously.

• Proficiency in Microsoft Office (Outlook, Word, Excel).

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Must be authorized to work in the United States. We do not sponsor H-1B or other work visas.

• Bilingual in Mandarin Chinese preferred.

Core Competencies

• Professional front desk presence and communication

• Facility access and visitor management

• Administrative follow-through and organization

• Confidentiality and discretion

• Reliability and consistent on-site availability

Physical / Work Environment Requirements

On-site presence required at all times during scheduled hours. Ability to work in an office and manufacturing-support environment, interact with employees, visitors, and vendors, and use a computer for extended periods. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.