HR & Office Coordinator

Job Description

Job Description

Human Resources & Office Coordinator

Reports to: Director of Human Resources

Summary/Objective

The Human Resources & Office Coordinator keeps Minner Vines’ people, processes, and physical offices running smoothly day to day. Working alongside the Director of Human Resources, this role supports onboarding and offboarding logistics, PTO and benefits recordkeeping, and basic BambooHR administration, while also owning the firm’s office operations — facilities, vendors, supplies, and the overall functioning of the workspace. The ideal candidate is warm, detail-oriented, and trustworthy: equally comfortable making sure a new hire’s first day feels intentional and making sure HR records are accurate and compliant.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Candidate consistently demonstrates a passion to fulfill the core values of the firm. The overall job functions include, but are not limited to, the items below.

Onboarding and Orientation

1. Play a key role in the onboarding experience for all new team members, ensuring a consistent and welcoming process.
2. Coordinate office setup, system access, email, and software provisioning for new hires.
3. Conduct orientation covering the firm’s mission statement, core values, policies, and expectations.
4. Assign workspace/desk space for each new hire and coordinate with IT on computer setup, key/access cards, and business cards.
5. Coordinate branded swag and welcome materials so each new hire’s first day feels intentional and warm.

Offboarding

1. Own key steps of the offboarding process for departing team members, working with the Director of Human Resources to ensure a smooth and professional transition.
2. Collect keys, access cards, equipment, and other firm property from departing team members, and coordinate deactivation of system access.

Recruiting & New-Hire Support

1. Coordinate interview logistics for candidates, including scheduling, confirmations, and office space.
2. Verify I-9 documentation and other required new-hire paperwork for all incoming team members.

Benefits Administration

1. Maintain accurate benefits records and ensure timely processing of changes.

PTO and Time Tracking

1. Maintain and administer the firm’s PTO policy, including accruals, balances, and approvals.
2. Coordinate and prepare payroll-related HR data for the bookkeeper, including employee changes, compensation changes, benefit deductions, PTO, timekeeping, overtime, new hires, terminations, and other payroll-impacting employee information. Review payroll-related employee data for completeness and accuracy prior to submitting it to the bookkeeper for final review and payroll processing.
3. Flag patterns or concerns to leadership proactively.
4. Send reminders to staff regarding upcoming holiday closures and firm-wide schedule changes.

Day-to-Day HR and Employee Relations

1. Serve as the first point of contact for all team member HR questions, concerns, and issues. Answer routine questions, route to direct supervisor or Managing Attorney, or escalate to Director of HR.

Team Member Recognition

1. Actively account for and celebrate team member life and work milestones, birthdays, and anniversaries.
2. Partner with leadership to build and maintain a recognition program that reinforces firm culture and values.

HR Technology – BambooHR .

1. Maintain accurate employee records, onboarding workflows, and reporting in BambooHR.
2. Train team members and managers on BambooHR as needed.

Office Operations and Facilities Management

1. Serve as the primary point of contact for all office facilities across firm locations, including maintenance, repairs, supplies, and equipment.
2. Manage vendor and landlord relationships.
3. Ensure all office locations are properly stocked, functional, and compliant with safety requirements.
4. Coordinate office layout, equipment procurement, and workspace planning as the firm grows.
5. Order and maintain office supplies and kitchen/breakroom stock; be the go-to person when something in the office is broken or missing.

Competencies

• Strong organizational and time-management skills; able to manage office operations and HR administrative tasks simultaneously.
• Excellent written and verbal communication skills; a warm, people-first demeanor that puts team members at ease.
• Discretion and sound judgment when handling sensitive or confidential employee and firm information.
• Proactive self-starter who identifies problems — a supply shortage, a missed PTO reconciliation, a vendor issue — and drives them to resolution, involving leadership.
• Detail-oriented and consistent in execution; equally comfortable with tactical office tasks and administrative HR recordkeeping.
• Comfortable holding boundaries and saying no when appropriate, while remaining warm and approachable.
• Working familiarity with core HR concepts (PTO administration, basic FLSA overtime rules, I-9 requirements) sufficient to administer day-to-day tasks accurately.
• Proficiency with BambooHR (or ability to learn quickly) and standard office software and tools.

Supervisory Responsibility

This position does not currently have supervisory responsibilities.

Work Environment

This job operates in a professional office environment and requires a consistent daily in-office presence at the Lexington office; remote work is by exception only, given the hands-on nature of the office and onboarding responsibilities. Travel between firm offices may be required on occasion.

Position Type

This position may be part-time or full-time, depending on the candidate. The firm is open to schedule limitations, provided a consistent block of hours (approximately 5–6 hours) can be scheduled in the office each day, Monday through Friday.

Required Education and Experience

1. High school diploma required
2. 1–3 years of experience in office administration, HR support, or operations; law firm or professional services experience a plus.
3. Familiarity with standard office software and HR information systems (e.g., BambooHR).
4. Experience handling onboarding/offboarding logistics, new-hire paperwork (e.g., I-9 verification), or benefits/PTO administration is a plus.
5. Ability to be reliably on-site during core business hours at the firm’s primary office location in Lexington, KY.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the HR & Office Coordinator. Duties, responsibilities and activities may change at any time with or without notice.