Office & HR Coordinator

Position Description: Job Title Office & HR Coordinator
Classification Exempt
Location Parsippany, NJ (Hybrid)

Position Overview:
The Office & HR Coordinator provides day-to-day administrative support that keeps the office humming. This entry- to mid-level position will handle scheduling, supply management, HR support, and internal communications. The ideal candidate is organized, tech-savvy, and eager to grow in office management or HR operations.

Supervisory Responsibility:
N/A

Key Responsibilities:
Office Support
Maintain office supplies, organize workspaces, and coordinate vendor visits.
Support facility maintenance requests and liaise with building management.
Assist in scheduling meetings, booking travel, and preparing meeting materials.
Help with internal communications and upkeep of company documents.

HR & Recruiting Support
Draft job postings, coordinate interviews, and assist with onboarding.
Maintain employee records and assist with benefits documentation.
Conduct background checks and prepare basic HR correspondence.

Technology & Systems
Track and organize IT assets, system access requests, and renewals.
Provide basic troubleshooting support and escalate issues to the Office Manager or IT vendor.

Finance & Administration
Process invoices, deposits, and vendor setup forms.
Maintain filing systems both digital and physical for administrative and project records.

Competencies:
Valid drivers license, clean driving record required
Employment is contingent upon passing a drug test and background check.
Proven experience in office administration, operations, or HR coordination
Strong written and verbal communication skills to effectively liaise with clients, team members, senior management, and customers.
Effective and active listening skills
High-level organizational skills to manage multiple projects and meet deadlines in a fast-paced environment.
Ability to manage time to meet multiple daily deadlines
High level of organizational skills, including the ability to prioritize and maintain schedules
Commitment to excellence and high standards
Commitment to personal and professional development
Flexibility to shift directions as needs of project(s), company strategies, evolve.
Ability to work independently
Ability to work in a fast-paced environment, easily adapting to changing tasks and priorities, while maintaining attention to detail
Always present yourself in a professional manner
Always demonstrate a positive work attitude
Good judgment with the ability to make timely and sound decisions
Ability to handle sensitive information while maintaining customer confidentiality
Demonstrate practices and behaviors in accordance with applicable laws, codes, and standards

Technical Skills and Software:
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Skilled with Adobe Creative tools and Canva for marketing and design support
Experienced in leveraging LinkedIn for recruiting, networking, and brand presence
Familiarity with AI tools and platforms to enhance efficiency in marketing and recruiting
Quick to adapt and learn new software systems, databases, and project management tools
Salesforce or other CRM experience preferred; project management software experience is a plus

Education and Qualifications:
13 years of experience in office administration or coordination.
Strong attention to detail and time management.
Proficient with Microsoft Office Suite; familiarity with Canva or Adobe is a plus.
Bachelors degree or equivalent experience preferred.

Physical Demands:
Prolonged periods sitting at a desk and working on a computer
Must be capable of lifting and carrying up to 25 pounds as needed
Must be able to access and inspect all areas of buildings, rooftops and equipment

Demonstrate and Uphold Our Company Fundamentals:
Share Information
Get Clear on Expectations
Do Whats Best for the Client
Honor Commitments
Practice Blameless Problem Solving

Compensation and Benefits:
Competitive base salary
Vacation, holiday and sick pay, health insurance and other benefits