HR Office Coordinator

About the role

We are looking for an organized, people-focused professional to join our Human Resources team as an HR Office Coordinator. This role offers the opportunity to make a meaningful first impression for candidates and new employees while helping create a positive, connected, and well-supported workplace for our teams. The ideal candidate enjoys bringing order to details, supporting others, and taking ownership of the work that keeps people and processes moving. This is a great opportunity for someone who is interested in growing their HR experience while contributing to both the employee experience and the day-to-day success of the office. This is an on-site position requiring 3 days a week on-site (approximately 15–20 hours) for collaboration, teamwork, and business needs; status and minimum in-office requirements are subject to change based on evolving business needs.

Responsibilities

Human Resources Support

• Support talent acquisition activities by posting approved job openings, scheduling interviews, coordinating candidate communications, and preparing interview materials.
• Support new hires through the onboarding process, including preparing materials, coordinating orientation and introductory meetings, and tracking required documentation.
• Maintain electronic employee files by scanning, uploading, organizing, and filing documents in accordance with established practices.
• Conduct routine employee file audits, identify missing or incomplete documentation, and coordinate follow-up as needed.
• Review, format, and post approved announcements and updates to internal intranet sites and other employee communication channels.
• Maintain HR trackers, checklists, calendars, reports, and other administrative records.
• Provide coordination support for employee engagement, recognition, training, and other HR programs while maintaining confidentiality.

Office Management Support

• Support the day-to-day operation of the West Middlesex office and help maintain a professional, organized, and welcoming workplace.
• Coordinate office supplies, incoming and outgoing mail, shipping, deliveries, and other office logistics.
• Maintain meeting rooms, common areas, and shared spaces so they are organized, stocked, and ready for use.
• Coordinate routine services with property management, vendors, and service providers and follow up on office-related issues.
• Welcome visitors and serve as an on-site resource for employees, vendors, and service providers.
• Partner with HR and the West Middlesex Events Committee to coordinate employee events, celebrations, and recognition activities.
• Perform other duties as assigned within the scope and requirements of the position.
• Perform essential job functions and duties with or without reasonable accommodation.

Qualifications

Education, Licenses, and Certifications

• HS/GED degree required

Experience

• 1–3 years of general office administration, office management, or HR support experience required

Skills and Abilities

• Intermediate proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.
• Strong organizational, time-management, follow-through, and attention-to-detail skills.
• Clear and professional verbal and written communication skills.
• Ability to manage multiple priorities, work independently, and escalate matters appropriately.
• Ability to maintain confidentiality and handle sensitive employee and candidate information professionally.
• Service-oriented approach and ability to work effectively