Human Resources and Operations Coordinator

We are seeking a highly organized, proactive, and detail-oriented Human Resources and Office Operations SUPERSTAR to join our team. This dual-role position combines human resources management with office operations, supporting both our team members and our daily business functions. The ideal candidate will have a strong HR background with experience managing employee benefits, payroll, hiring, and FMLA, as well as the skills to oversee office management tasks and facilities maintenance. The role is critical in ensuring smooth operations, a professional and efficient work environment, and the well-being of our employees.

Key Responsibilities:

Human Resources Management:

• Recruitment & Hiring: Oversee full-cycle recruitment process including posting job openings, reviewing resumes, coordinating interviews, and facilitating new hire onboarding.
• Employee Benefits: Manage employee benefits programs, including health insurance, retirement plans, and other offerings. Serve as point of contact for benefits-related inquiries and ensure employees understand their options.
• Payroll: Oversee accurate and timely payroll processing including timesheet review, ensuring employees are paid correctly and on time. Address payroll-related inquiries and resolve issues promptly.
• FMLA Administration: Manage FMLA requests, including eligibility determination, documentation, tracking, and communication with employees and supervisors. Ensure compliance with FMLA regulations and coordinate with external providers as needed.
• Employee Relations: Act as a resource for team members regarding HR policies, concerns, and conflict resolution. Maintain attendance records and address deficiencies. Foster a positive, inclusive, and supportive workplace culture.
• Compliance & Training: Ensure employees are up to date with mandatory training, including HIPAA compliance, cybersecurity, and other regulatory requirements.

Office Management

• Facilities Maintenance: Coordinate office maintenance and repair needs, ensuring the workspace is clean, professional, and safe for staff and patients. Proactively manage regular maintenance schedules for HVAC, plumbing, and other essential systems.
• Vendor Management: Act as liaison with office service vendors, ensuring contracts, service levels, and invoicing are managed effectively. Address any vendor-related issues or needs as they arise.
• Workplace Troubleshooting: Resolve day-to-day office-related issues (e.g., IT problems, equipment malfunctions, maintenance concerns) by coordinating with vendors, service providers, and other team members to resolve concerns quickly.
• Professional Environment: Maintain a high standard of professionalism in the office, particularly in patient care areas. Ensure cleanliness is regularly assessed and that any repairs or updates are promptly addressed.
• Technology & Website Updates: Perform minor updates to the company website using WordPress and serve as the point of contact for any technical issues.
• HIPAA & Cybersecurity Compliance: Monitor and ensure all employees are compliant with HIPAA regulations and cybersecurity best practices. Conduct periodic reviews and training sessions.
• Event Coordination: Organize staff engagement activities and coordinate lunches for provider and staff meetings.
• Education: Bachelor's degree in Human Resources, Business Administration, or related field preferred.

Qualifications

Experience:

• 3+ years of experience in human resources, including payroll, benefits management, and FMLA administration.
• 2+ years of office management or facilities coordination experience.

Skills:

• Strong knowledge of HR regulations, FMLA compliance, and benefits administration.
• Excellent organizational and time-management skills with a keen eye for detail.
• Strong communication and interpersonal skills with the ability to work with employees at all levels. You will be responsible for closing the communication loop on every request, whether it's HR-related or office management. This includes confirming resolution with the team members involved, updating appropriate records, and notifying relevant stakeholders once a task or issue has been completed.
• Ability to troubleshoot and resolve office-related issues efficiently and calmly. Provide solutions and clear updates to team members and management, and ensure all necessary actions are taken to resolve concerns efficiently and effectively.

Other Requirements:

• Ability to handle confidential and sensitive information with discretion.
• Flexibility to provide after-hours support on a rotating schedule (one week every five weeks).
• A proactive, solutions-oriented mindset with the ability to work independently and as part of a collaborative team.
• Proficiency with office software (Microsoft Office Suite, Google Workspace, Canva) and basic website content management tools (e.g., WordPress).

Work Schedule:

• Hours: Full-time, Monday–Friday, 7a-4p with 1hr lunch.
• Environment: Office-based, with occasional visits to vendor sites or facilities.

Benefits:

• Competitive salary
• Health, dental, and vision insurance
• Retirement plan options
• Paid time off and holidays
• Professional development opportunities

This role is ideal for a highly organized, self-motivated individual who excels in both human resources and office management. If you are someone who takes pride in ensuring that tasks are completed thoroughly, communication is clear, and the office runs smoothly without disruption, we encourage you to apply!