Office & People Operations Coordinator
23 days ago
Saint Louis
Job Description Office & People Operations Coordinator Role Summary The Office & People Operations Coordinator provides administrative, operational, and employee support across the organization, serving as a key point of coordination for both office operations and human resources activities. This role helps ensure a welcoming, organized, and efficient workplace while supporting core People Operations processes such as onboarding, employee records, HR communications, scheduling, compliance tracking, employee events, and general administrative support. This position is ideal for a highly organized, service-oriented professional who enjoys variety, handles confidential information with discretion, and takes pride in creating a positive employee and visitor experience. Core Responsibilities Office Administration • Serve as a primary point of contact for office-related needs, visitors, vendors, and general workplace inquiries., • Help maintain a professional, organized, and welcoming office environment., • Coordinate office supplies, equipment, mail, shipping, meeting spaces, and general office logistics., • Support vendor relationships related to office services, facilities, supplies, maintenance, and other administrative needs., • Assist with scheduling, preparing materials, and coordinating logistics for meetings, events, interviews, and employee gatherings., • Partner with building management, facility contacts, or internal stakeholders to address office maintenance or workplace needs., • Support internal communications related to office updates, events, closures, visitor procedures, or workplace guidelines., • Assist with invoice processing, purchase requests, expense documentation, or budget tracking related to office operations, as needed. People Operations / HR Coordination • Support the onboarding process by coordinating new hire paperwork, schedules, communications, orientation logistics, and first-day preparations., • Assist with offboarding activities, including checklists, exit logistics, equipment return coordination, and documentation., • Maintain accurate employee records and HR files in accordance with company procedures and confidentiality expectations., • Support HR system updates, employee data entry, reporting, and routine audits to help ensure information is accurate and current., • Help track required employee acknowledgments, training completion, policy updates, and other compliance-related activities., • Support recruiting coordination, including interview scheduling, candidate communication, meeting logistics, and applicant tracking updates., • Assist with employee engagement activities, recognition programs, culture initiatives, wellness events, and internal celebrations., • Respond to routine employee questions or direct employees to the appropriate People Operations resource., • Handle confidential and sensitive information with professionalism, discretion, and sound judgment., • Provide administrative support to the Senior Director of People Operations and People Operations Manager as needed. General Administrative Support • Prepare, proofread, organize, and distribute documents, presentations, reports, forms, and correspondence., • Maintain calendars, schedules, files, trackers, and recurring administrative processes., • Identify opportunities to improve administrative workflows, employee experience, and office efficiency., • Support special projects related to People Operations, employee experience, compliance, office operations, or organizational initiatives., • Perform other related duties as assigned. Qualifications • Strong organizational skills with the ability to manage multiple priorities, deadlines, and details., • Excellent written and verbal communication skills., • Professional, approachable, and service-oriented demeanor., • Ability to handle confidential information with discretion and integrity., • Proficiency with Microsoft Office or similar productivity tools., • Comfortable learning and using HR systems, applicant tracking systems, payroll platforms, collaboration tools, or other business software., • Strong attention to detail and accuracy in data entry, documentation, scheduling, and follow-up., • Ability to work independently while also collaborating effectively with team members and employees at all levels., • Reliable onsite presence and ability to support daily office operations in St. Louis, Missouri and Memphis, Tennessee. Experience • 2 or more years of administrative, office coordination, HR support, recruiting coordination, employee services, or related experience. Required Competencies • Organization and follow-through, • Confidentiality and discretion, • Customer service mindset, • Communication, • Attention to detail, • Adaptability, • Problem-solving, • Collaboration, • Professional judgment, • Initiative Education • High school diploma or equivalent required; associate degree or equivalent experience preferred. License/Certification • HR-related coursework/certification is a plus but not required. Preferred • Prior experience supporting an HR, People Operations, Talent, or Employee Experience function., • Experience with onboarding, employee records, recruiting coordination, or HRIS data entry., • Familiarity with employment documentation, confidentiality practices, and basic HR compliance processes., • Experience coordinating meetings, events, employee activities, or office operations., • Associate or bachelor’s degree in human resources, business administration, communications, or related field., • Experience working in a professional services, corporate office, healthcare, or similar business environment., • Comfort working with employees, candidates, vendors, and visitors in a front-facing or service-oriented role.