HR Assistant / Office Coordinator (Part-time)

Support the People Who Protect Lives – Join Intelligent Fire Systems Solutions Inc as an HR Assistant / Office Coordinator! HR Assistant / Office Coordinator Company: Intelligent Fire Systems Solutions Inc Pay Range: $22-26+ per hour (based on experience) Department: Human Resources Location: Valencia, CA Reports To: HR Manager FLSA Status: Non-Exempt Industry: Construction Services / Fire Protection (Commercial, Industrial, Government, Union) Job Overview We are seeking a highly organized and detail-oriented HR Assistant / Office Coordinator to support HR operations and daily office coordination. This role plays a critical part in maintaining data accuracy, ensuring compliance, supporting onboarding and benefits workflows, and keeping our Anaheim office running professionally and efficiently. The HR Assistant / Office Coordinator executes administrative and compliance-related tasks with precision, urgency, and discretion. This position requires strong follow‑through, the ability to work within established SOPs and templates, and a commitment to protecting confidential information. If you thrive in a structured yet fast‑paced environment and take pride in accuracy, organization, and accountability, this is an opportunity to contribute to a mission‑driven team focused on protecting lives and property. Key Responsibilities HRIS & Audits Maintain accurate employee data in the HRIS, including job changes, reporting structures, personal data updates, and document tracking. Conduct scheduled audits of employee records to ensure completeness, accuracy, and compliance. Reconcile HRIS data against source documentation; identify discrepancies and escaltate findings with proposed resolutions. Generate and validate HR reports (headcount, turnover, PTO balances, training compliance, etc.) and deliver by deadline. Maintain organized, audit‑ready digital filing systems with consistent naming conventions and retention practices. Onboarding & Training Coordination Coordinate new hire onboarding tasks in alignment with established HR SOPs and timelines. Track completion of onboarding documentation and follow up to ensure deadlines are met. Prepare and distribute welcome communications, policies, and training materials using approved templates. Coordinate with internal stakeholders to confirm workstation access, system credentials, badges/keys, and orientation logistics. Support I‑9 workflow coordination and escaltate any missing or time‑sensitive documentation promptly. Benefits Administration Support Support benefits onboarding coordination and ensure eligibility details are accurate and properly transmitted. Maintain benefits tracking logs and verify effective dates and documentation accuracy. Route benefits questions using approved escalation paths. Communicate professionally with internal teams and external vendors to prevent enrollment delays. Administrative & HR Support Draft and send HR communications using approved templates, ensuring accuracy and professionalism. Maintain updated company phone directories, rosters, and contact lists with version control. Support HR compliance initiatives, policy rollouts, training reminders, and document tracking. Maintain strict confidentiality when handling employee records, investigations, and HR documentation. Office Coordination (Building Support) Serve as the primary point of contact for day‑to‑day office coordination at the Valencia location. Manage office supply inventory and vendor coordination for maintenance and services. Support mail handling, routing time‑sensitive notices appropriately. Coordinate visitor management and building access procedures. Assist with logistics for orientations, training, and employee meetings. Qualifications 1–2+ years of experience in HR administration, office administration, or a related support role preferred. Familiarity with HRIS systems (e.g., BambooHR, ADP, Paycom) and experience generating reports. Strong organizational skills and ability to manage multiple priorities simultaneously. High attention to detail with strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Core Competencies Detail‑oriented with strong data accuracy. Accountable and reliable with consistent follow‑through. Organized and able to prioritize effectively. Proactive and solution‑focused. Discreet and professional when handling confidential information. Collaborative and team‑oriented. Benefits Competitive hourly compensation. Medical insurance options. Paid Time Off (vacation, sick leave, and holidays). Ongoing training and professional development. Career growth opportunities within a growing fire‑life safety company. Supportive, purpose‑driven team environment. Work Schedule Part time (less than 30 hours a week). Monday through Friday. Standard business hours (occasional adjustments may be required to support HR and office operations). Work Location In‑office position based in Valencia, California, some travel required. Primarily office‑based with frequent computer and phone use. Occasional walking within the building for office coordination tasks. Work Environment & Physical Requirements Standard office environment. Frequent computer and phone use. Prolonged sitting. Occasional lifting/moving of office materials up to 25 pounds. Equal Employment Opportunity Statement We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status. #J-18808-Ljbffr