Office Coordinator

Job Summary

The Office Coordinator manages daily administrative and front-office operations at a BoldAge PACE center(s), including scheduling, supply coordination, internal communication, and clerical support. They also support Day One onboarding for new hires, ensuring timely completion of paperwork and assisting with employee orientation.

Essential Duties and Responsibilities

• Develop, implement, and manage daily office operations, including processing mail, office supply orders, and maintaining equipment/inventory.
• Provide excellent customer service, answering phones, delivering messages, and greeting visitors.
• Support Day One onboarding for new hires, ensuring timely completion of paperwork and assisting with employee orientation.
• Design and deliver components of new hire orientation tailored to site needs.
• Track and log licenses, certifications in HRIS, and follow up on renewals.
• Recommend process changes to reduce compliance risk.
• Review and process timesheets, assist with payroll, and track time/productivity for benefits eligibility.
• Care for onsite events, training sessions, and maintain records for compliance training.
• Support HRIS system usage, ensure accurate data, and assist with employee file and record retention audits.
• Care for coordination with the IT department to ensure new hires are assigned appropriate equipment (e.g., laptops, phones, badges) and have timely access to necessary systems and applications.
• Submit and track IT access requests, monitor status updates, and ensure all system permissions align with role-based requirements.
• Maintain basic onboarding technology checklists and serve as the liaison between site leadership, HR, and IT to support a smooth Day 1 experience for new team members.
• Serve as the primary compliance liaison for state surveyors and auditors, preparing and presenting documentation of employee files.
• Process and submit invoices, maintain mobile device and medical supply inventory, and perform quarterly stock checks.
• Maintain workplace safety and assist with employee injury claims.
• Provide support to the national HR team on engagement initiatives and retention efforts.
• Ensure I-9 documentation is collected and uploaded into the HRIS system.
• Complete HR file audit annually.
• Perform other duties as needed to support site operations.

Experience and Education

• Minimum of 2-3 years of experience in administrative support or office coordination, preferably in a healthcare or HR environment.
• A high school diploma, Associates Degree or higher preferred.
• Experience in onboarding, employee orientation, or payroll processing is highly preferred.
• Strong understanding of HRIS systems and other office management tools; experience with ADP or similar platforms is a plus.
• Proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Experience with compliance tracking, license management, and documentation related to regulatory requirements.
• Strong background in customer service and effective communication with employees, leaders, and external partners.

Pre-Employment Requirements

• Must have reliable transportation, a valid driver's license, and the minimum state required liability auto insurance.
• Be medically cleared for communicable diseases and have all immunizations up to date before engaging in direct participant contact.
• Pass a comprehensive criminal background check that may include, but is not limited to, federal and state Medicare/Medicaid exclusion lists, criminal history, education verification, license verification, reference check, and drug screen.