Office Coordinator
- A People First Environment: We make what is important to those we serve important to us.
- Make an Impact: Enhance the quality of life for seniors.
- Professional Growth: Access to training and career development.
- Medical/Dental
- Generous Paid Time Off
- 401K with Match*
- Life Insurance
- Tuition Reimbursement
- Flexible Spending Account
- Employee Assistance Program
- 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.
- Coordinate 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.
- Coordinate 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.
- Assist in managing inventory and return of equipment for offboarding or internal transitions.
- 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. Monitor 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.
- Minimum of 2-3 years of experience in administrative support or office coordination, preferably in a healthcare or HR environment.
- 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.
- 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.
- Match begins after one year of employment
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