HR, Recruiting & Operations Coordinator

Job Description

Job Description

HR, Recruiting & Operations Coordinator Position Overview

The HR, Recruiting & Operations Coordinator is a highly organized, service-oriented professional who supports recruiting, onboarding, business administration, workplace operations, and facilities coordination. Reporting to the Chief of Staff | Head of People, this role serves as a trusted extension of the department by managing early stage initial applicant review, conducting structured initial applicant screening, coordinating interviews and onboarding logistics, maintaining accurate records and trackers, managing routine follow up, and supporting vendor and property management coordination & related operational needs along with other administrative tasks to help keep operational projects and administrative priorities on track.

The successful candidate will manage important details, communication, documentation, and follow-through across multiple priorities while recognizing when to escalate sensitive, non-routine, or higher-level matters. This role does not independently manage employee relations/discipline, conduct investigations, make final hiring decisions, approve payroll / compensation, establish HR or operational strategy or higher level operational / facilities decisions. Those responsibilities remain with the Chief of Staff and company ownership.

Because this is a cross-functional role, weekly priorities may shift among recruiting, onboarding, administrative support, facilities coordination, and special projects. The Chief of Staff | Head of People along with Ownership will establish priorities and provide direction when urgent or competing needs arise.

Key Responsibilities

Recruiting and talent coordination

• Review resumes and applications against established, job-related minimum qualifications and screening criteria.
• Identify qualified applicants who meet job related qualifications and provide candidate summaries and screening notes for review by the Chief of Staff | Human Resources leader.
• Conduct initial phone screens using approved job-specific screening questions and scorecards.
• Document job related qualifications, relevant work history, availability to meet the required schedule, compensation expectations, relevant experience, and responses to approved screening questions.
• Communicate professionally with candidates regarding application status, interview scheduling, next steps, and required pre-employment information.
• Coordinate interviews between candidates, CoS | Head of People, hiring managers, and ownership as directed.
• Prepare interview schedules, candidate summaries, resumes, screening notes, and interview packets.
• Maintain accurate applicant-tracking records, candidate disposition notes, interview status, and recruiting reports.
• Post approved job advertisements, refresh postings, and monitor incoming applicant flow.
• Assist with job-fair logistics, recruiting events, referral-program administration, and candidate follow-up as needed.
• Support background checks, reference checks, pre-employment documentation, and onboarding tasks after approval by the Chief of Staff | Head of People.
• Ensure a timely, professional, and consistent candidate experience.

HR and onboarding administration

• Prepare and organize new-hire paperwork, orientation packets, onboarding checklists, and employee-file documentation.
• Coordinate first-day schedules, workspace readiness, equipment/access requests, introductions, and new-hire orientation logistics with the location managers.
• Maintain accurate Employee info, onboarding docs, organizational charts, job descriptions, & standard HR forms.
• Assist with routine HR administrative tasks, including tracking policy acknowledgments, training completion, certifications, required documentation, and recurring reminders including benefit eligibility.
• Track benefit eligibility dates and provide approved enrollment reminders and materials.
• Prepare approved standard letters, forms, employment-verification materials, and administrative communications.
• Answer routine questions regarding forms, deadlines, processes, orientation, and general resources; refer policy questions, benefits questions, employee concerns, complaints, leave issues, and sensitive matters to the Chief Of Staff | Head of People.
• Support HR reporting, spreadsheet tracking, record audits, file cleanup, and document organization.
• Protect employee, applicant, company, and vendor information with strict confidentiality.

Business and administrative support

• Provide day-to-day administrative support to the Chief of Staff | Head of People, including calendars, meeting coordination, email follow-up, document preparation, action-item tracking, and deadline reminders.
• Maintain task lists, project trackers, vendor lists, process checklists, and status reports.
• Draft routine emails, notices, meeting agendas, follow-up summaries, and internal communications using established templates or direction.
• Organize files, folders, records, and shared documents to ensure materials are current and easily accessible.
• Assist w/ invoice tracking, purchase requests, vendor documentation, supply ordering, & administrative follow-up.
• Coordinate meetings, training sessions, employee events, vendor appointments, and site-related logistics.
• Monitor assigned action items and proactively follow up with stakeholders to keep work moving to completion.
• Assist with special projects and evolving administrative needs across HR, recruiting, operations, and facilities.

Property, facilities, and operations support

• Serve as additional point of contact for routine coordination with property managers, vendors, building contacts, service providers, and internal site contacts. 
• Track maintenance requests, repair needs, vendor work orders, office/location issues, service appointments, and follow-up items.
• Coordinate vendor access, schedule service visits, gather quotes or supporting information, and maintain documentation for assigned projects.
• Assist with site visits, workplace walkthroughs, supply checks, issue documentation, photographs, and status updates as directed.
• Maintain facilities and operations trackers for open issues, recurring maintenance, supplies, vendor contacts, projects, invoices, and deadlines.
• Follow up on assigned facilities projects and operational action items to help ensure deadlines, approvals, and vendor commitments are met.
• Assist with workplace setup, office moves, location requests, supplies, keys/access coordination, and general site-readiness needs.
• Escalate urgent building, safety, security, vendor-performance, property-management, or operational issues immediately to the CoS / Business Operations leader.
• Build familiarity with the company’s locations, vendors, property managers, recurring issues, and operating procedures in order to progressively serve as a reliable operational extension of the Chief of Staff.

Boundaries of the Role

The coordinator will own process execution, communication, tracking, documentation, and follow-up . The coordinator will not independently handle:

• Employee relations, complaints, disciplinary matters, performance concerns, investigations, or separations.
• State Unemployment claims with the exception of gathering records, organizing documentation and providing admin support at the direction of the Chief of Staff | Head of People leader and ownership. 
• Requests involving harassment, discrimination, retaliation, accommodations, leave concerns, pay concerns, or legal/compliance issues.
• Final candidate evaluation, candidate selection, compensation recommendations, job offers, or hiring decisions.
• Recruiting strategy, workforce planning, employer-brand strategy, or changes to hiring criteria.
• Benefits administration decisions, payroll approval, wage changes, employee-status approvals, or policy interpretation.
• Budget approval, contract negotiation, major vendor commitments, capital projects, or higher-level facilities and operational strategy.
• Sensitive employee, leadership, legal, or ownership communications without direction.

The coordinator should immediately elevate any sensitive, unusual, urgent, or non-routine issue to the Chief of Staff/Operations leader.

Qualifications Required

• High school diploma or equivalent; associate’s degree or bachelor’s degree in Human Resources, Business, Operations, Communications, or a related field is preferred.
• 1–3 years of experience in recruiting coordination, HR administration, office administration, operations coordination, facilities/operational/property management support, administrative support, or a similar role.
• Experience reviewing resumes, coordinating interviews, communicating with applicants, or supporting recruiting processes.
• Strong written communication and professional phone presence.
• High attention to detail, organization, follow-through, and ability to manage multiple priorities.
• Proficiency with Microsoft Office or Google Workspace, especially Outlook/Gmail, calendars, Word/Docs, Excel/Sheets, and shared-file systems.
• Ability to handle confidential employee and applicant information with discretion.
• Comfortable communicating with candidates, employees, owners, property managers, vendors, contractors, and internal leaders.
• Reliable transportation and willingness to travel locally between sites, as needed.

Preferred

• Experience with applicant tracking systems, HRIS platforms, onboarding systems, (BambooHR).
• Experience conducting structured phone screens or using interview scorecards.
• Experience with vendor coordination, facilities administration, office operations, maintenance tracking, or property-management communication.
• Familiarity with multi-location and multi-state operations.
• HR, recruiting, business administration, or project-coordination coursework/certification.

Key Skills and Characteristics

• Strong judgment about what can be handled independently and what must be escalated.
• Professional, polished, and friendly communication with applicants and external partners.
• Consistent follow-up; does not allow tasks, vendor requests, candidate communications, or project deadlines to fall through the cracks.
• Able to work from checklists, templates, scorecards, and established processes.
• Comfortable shifting between recruiting, HR administration, vendor follow-up, facility coordination, and general business support.
• Proactive problem solver who brings issues forward early, along with clear status information and recommended next steps.
• Service-minded and comfortable becoming a trusted extension of the Chief of Staff & Leadership
• Able to maintain professionalism and confidentiality in a role with broad visibility into employee, applicant, and business information.
  Compensation/Benefits:
  • Base Salary $55,000.00-$65,000.00 BOE
  • 3 Weeks of Paid Time Off + Company recognized Holidays
  • Health / Dental / Vision / 401k after 90 days (subject to the terms of the applicable benefit plan)
  Travel: Local travel between locations as needed.