Human Resource & Office Coordinator

Summary

The Human Resource & Office Coordinator provides administrative, operational, and office management support to the Human Resource Department and the Vice President of Human Resource. This position coordinates HR administrative processes, including onboarding, recruitment support, payroll assistance, HRIS maintenance, office operations, facilities coordination, vendor management, and executive administrative support.

This role ensures efficient daily office operations while maintaining a high level of confidentiality and professionalism.

Qualification Requirements

• Ability to operate computer, fax, scanner, copier, and postage machine.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook etc.)
• Excellent organizational, customer service, time management, and problem-solving skills.
• Ability to recognize and define problems, interpret key information, and draw valid conclusions
• Ability to manage multiple projects and meet deadlines.
• Valid NC Driver’s License
• Active Notary Public Commission
• Willingness to travel and work at off-site events and conferences as needed

Minimum Qualifications

• Associate’s degree required; Bachelor’s degree in Human Resource, Business Administration, or related field preferred
• 5-10 years of administrative or HR support experience
• Experience supporting executive leadership preferred
• In-depth understanding of office management and daily operations
• Excellent verbal and written communication skills
• Strong attention to detail, organization, and adaptability

Essential Functions

Human Resource Administration

• Assist with recruitment coordination, including job postings, interview scheduling, candidate communication, background checks, and offer documentation
• Support new hire onboarding and orientation, including I-9 completion, paperwork, equipment coordination, and onboarding follow-up
• Assist with payroll processing, timesheet review, PTO tracking, and payroll documentation
• Maintain HRIS data and employee personnel files
• Support leave administration and PTO tracking
• Maintain confidentiality of employee records in compliance with policies and applicable laws
• Prepare, edit, maintain, and file HR correspondence, reports, and documents
• Coordinate HR meetings, including logistics, catering, room setup, and technology needs
• Perform other duties as assigned in support of HR and organizational operations

Executive Support

• Manage calendar, travel arrangements, and expense reimbursements for the VP of Human Resource
• Prepare materials for meetings, presentations, and executive communications
• Record and distribute meeting minutes

Office Administration

• Manage office supplies, staff directory, and vendor relationships
• Coordinate mail, shipping, and office equipment maintenance
• Oversee conference room scheduling and meeting logistics
• Coordinate facility maintenance requests and office operations support

Technology & Security

• Administer Office 365 distribution lists and user access updates
• Coordinate new employee computer setup and equipment deployment with IT vendors
• Maintain security access records and audit reports
• Manage shared equipment checkout logs and printer directories

HR Compliance & Reporting

• Maintain compliance records, including labor law postings and I-9 documentation
• Prepare routine HR reports as needed
• Support HR audit readiness and documentation tracking

Knowledge, Skills, and Abilities

• Strong organizational and administrative skills with attention to detail
• Ability to take and transcribe meeting minutes accurately and timely
• Strong communication skills and ability to maintain confidentiality
• Ability to manage competing priorities and meet deadlines
• Strong judgment, problem-solving ability, and flexibility
• Willingness to travel and support off-site events and conferences

Physical Demands

This position may require light physical activity, including operating office equipment and occasional lifting of office supplies. Reasonable accommodation will be provided in accordance with applicable policies and laws.

Work Environment

Typical office environment with occasional travel to health centers, conferences, and other off-site locations across the state.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time