Office & HR Coordinator
Improvix Technologies · Reston, VA · 1 mo ago
Human ResourcesFull-time
We need to output HTML fragment with sections: h3 headings for sections present: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must include only sections with real specific content. The posting includes description of role, responsibilities, requirements, qualifications, skills, benefits, maybe pay not specified (no pay amount). Schedule: mentions on-site, full-time, non-exempt, occasional lifting. Could we make a Schedule section? It says "Occasional lifting and movement..." not schedule. There's no explicit schedule like hours. Might not include Schedule if no specific schedule info. Pay: no specific pay figure, just "Competitive compensation". That's vague but maybe considered not specific; rule says never create Pay/Schedule/Benefits sections unless posting actually states them. Benefits are stated (list). Pay: "Competitive compensation and performance-based incentives" is somewhat specific? It's still vague but mentions compensation. Might be considered stating compensation exists but not amount. The rule: never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. It does state "Competitive compensation and performance-based incentives". That's not filler like "commensurate with experience"? It's somewhat generic but still states compensation. I'd include Pay section with that sentence.
Benefits: list given.
Schedule: The posting mentions "Full-Time | Non-Exempt", "On-site presence in Reston, VA." Also "Honest about hours. This role is classified non-exempt. If a week runs long, you're paid for it." That implies schedule is full-time, on-site. Could we make Schedule section with that info? It's specific: full-time, on-site, non-exempt. I'd include Schedule.
Now we need sections: About the role (intro paragraph), Responsibilities (list), Requirements (maybe combine with Qualifications and Skills?). The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). We can choose which to include. We need to avoid thin sections. Let's structure:
- About the role: paragraph summarizing role purpose.
- Responsibilities: bullet list of duties (office & facilities, vendor, HR admin, compliance, admin support, finance ops).
- Requirements: bullet list of required qualifications (2+ years experience, bachelor's degree, proficiency with MS Office, etc.)
- Qualifications: maybe duplicate? Could combine but we need separate headings only if content. Could put "Qualifications" for education/degree etc. But we already have Requirements covering experience and education. Could split: Requirements = experience, Qualifications = education and skills. Skills = proficiency with MS Office, SharePoint, Teams, etc. However there is overlap. Better to follow typical: Requirements = experience + education; Skills = technical skills. But we have also "Bonus Points" optional. We'll not include bonus as separate section unless we want to include as "Preferred Qualifications". Not required.
We'll include:
About the role: paragraph from "THE JOB WHERE YOU LEARN HR BY DOING IT" through maybe first paragraph.
Responsibilities: bullet list from "What You'll Own" sections.
Requirements: bullet list from "What You Bring" required items.
Qualifications: maybe education requirement? Could be part of Requirements. To avoid thin, maybe we combine Requirements and Qualifications into one section called "Requirements & Qualifications". But headings list includes both; we can choose to include only those with content. Could make "Requirements" include experience and education; "Skills" include MS Office, etc. "Qualifications" maybe not needed.
Let's decide:
- About the role
- Responsibilities
- Requirements (experience + education)
- Skills (technical proficiencies)
- Benefits
- Pay
- Schedule
That seems reasonable.
Now extract content.
About the role: Could be the paragraph starting "Most entry points into HR are narrow..." up to "This is built as a development role: the point is that you leave it qualified for HR generalist or operations management work you couldn't have stepped into before." Also maybe include "WHY PEOPLE TAKE THIS ROLE" but that's more reasons; could be part of About. But we can keep About as the initial description.
Responsibilities: list items from "What You'll Own" sub-sections:
Office & Facilities:
- Run daily operations of the Reston office and keep it organized, professional, and client-ready.
- Coordinate facility maintenance, security access, workspace technology, and conference room scheduling.
- Serve as the point of contact for the landlord, IT vendors, cleaning services, utilities, and other providers.
- Handle space planning and workstation setup for new hires and team reconfigurations.
- Support hospitality and setup for on-site client meetings and company events.
Vendor, Purchasing & Assets:
- Manage purchasing and inventory for office supplies, technology accessories, and shared equipment.
- Coordinate IT equipment shipping, receiving, and inventory with the IT team — laptops, monitors, phones, and peripherals for on-site and remote staff.
- Track vendor contracts and renewal dates, flag upcoming decisions, and support the Director of HR on renewals and cost control.
HR Administration & Employee Lifecycle:
- Coordinate onboarding logistics — pre-employment documentation, equipment, workspace, and first-day scheduling.
- Complete I-9 verification (in person and virtual) and E-Verify submissions within required timeframes.
- Deliver the New Hire Orientation program so every employee gets the same welcoming, consistent start.
- Coordinate badging and credentialing logistics in support of the Facility Security Officer, and track each case to completion.
- Conduct reference checks and coordinate background screening with our vendor.
- Maintain employee data and status changes in ADP Workforce Now to a high standard of accuracy.
- Keep SharePoint trackers and dashboards current for onboarding, offboarding, badging, clearance, and training.
- Support offboarding logistics — asset recovery, access deprovisioning, and documentation.
- Maintain personnel files and lifecycle documentation in line with retention requirements.
Compliance & Records Support:
- Support EEO, VETS, and I-9 recordkeeping under the direction of the Director of HR.
- Assign, track, and follow up on annual compliance training — anti-harassment, ethics, and cybersecurity — through the ADP LMS.
- Maintain training, certification, and professional development trackers, including approvals and reimbursement documentation.
- Help assemble documentation for internal audits and federal reporting cycles.
Administrative & Team Support:
- Provide administrative support to leadership — scheduling, meeting coordination, and travel arrangements.
- Act as first point of contact for employee questions and manage the general HR inbox, triaging and escalating as appropriate.
- Maintain internal office procedures, documentation, and calendars.
- Support internal meetings, training sessions, and team events alongside the People Engagement Manager.
Finance & Operations Support:
- Track office operations expenses against budget and flag variances.
- Process invoices and coordinate with Accounting on expense questions.
- Support expense reporting and procurement workflows.
We could combine into a single list.
Requirements (required):
- 2+ years of experience in office management, HR administration, operations coordination, or a comparable administrative role.
- Bachelor's degree in Human Resources, Business, Management, Organizational Leadership, or a related field — or an equivalent combination of education and directly relevant experience.
- Proficiency with Microsoft Office, Excel, SharePoint, and Teams.
- Demonstrated ability to handle confidential employee and company information with discretion and sound judgment.
- Strong organizational, written, and verbal communication skills, with consistent attention to detail and follow-through.
- Ability to work independently, anticipate what's needed, and prioritize competing requests without losing track of any of them.
- Comfort coordinating across IT, Finance, HR, Recruiting, vendors, and leadership.
- On-site presence in Reston, VA.
- Occasional lifting and movement of office and IT equipment (up to 25 lbs).
Skills: maybe separate technical skills: Proficiency with Microsoft Office, Excel, SharePoint, and Teams; ability to build tracker/dashboard in Excel or SharePoint (bonus). But we already included proficiency in Requirements. Could move technical proficiency to Skills and keep Requirements for experience/education. Let's do:
Requirements:
- 2+ years of experience in office management, HR administration, operations coordination, or a comparable administrative role.
- Bachelor's degree in Human Resources, Business, Management, Organizational Leadership, or a related field — or an equivalent combination of education and directly relevant experience.
- On-site presence in Reston, VA.
- Occasional lifting and movement of office and IT equipment (up to 25 lbs).
Skills:
- Proficiency with Microsoft Office, Excel, SharePoint, and Teams.
- Demonstrated ability to handle confidential employee and company information with discretion and sound judgment.
- Strong organizational, written, and verbal communication skills, with consistent attention to detail and follow-through.
- Ability to work independently, anticipate what's needed, and prioritize competing requests without losing track of any of them.
- Comfort coordinating across IT, Finance, HR, Recruiting, vendors, and leadership.
That seems fine.
Benefits: list from "Benefits" section:
- Competitive compensation and performance-based incentives
- 401(k) with company match
- Three weeks of paid annual leave that increases with tenure
- Comprehensive medical, dental, and vision insurance
- Life insurance and disability coverage
- Transit and commuting benefits
- Professional development and paid training opportunities
Pay: we have "Competitive compensation and performance-based incentives" already in Benefits? Actually that's first bullet. But Pay section could be just that sentence. However we already used it in Benefits; maybe we should not duplicate. The Benefits list includes that as first item. So Pay section may be redundant. Better to not have separate Pay if it's already in Benefits. The rule: never create Pay/Schedule/Benefits sections unless posting actually states them. Benefits are stated; we have Benefits section. Pay is also stated but we could incorporate into Benefits or have separate Pay. To avoid duplication, maybe we keep Benefits as list and omit Pay. But the instruction says we can include Pay section if posting states them. It does state compensation, but we already have that in Benefits list. Could still include Pay section with same sentence; duplication maybe okay but better to avoid redundancy. I'd omit Pay section and keep Benefits.
Schedule: we have "Full-Time | Non-Exempt", "On-site presence in Reston, VA.", "Honest about hours. This role is classified non-exempt. If a week runs long, you're paid for it." So schedule: Full-time, on-site, non-exempt (eligible for overtime). We'll put in Schedule section.
Now produce HTML:
About the role
... paragraph ...
Responsibilities
- ... each item ...
Requirements
- ...
Skills
- ...
Benefits
- ...
Schedule
- Full-time, non‑exempt position.
- On‑site work in Reston, VA.
- Eligible for overtime pay when weekly hours exceed the standard schedule.