Admin Ops Coordinator

GCI's Admin Ops Coordinator will deliver high-quality operational and employee support services by maintaining accurate employee records, assisting with HR help desk inquiries, and coordinating claims, reporting, and administrative processes that ensure compliance, consistency, and service excellence. This role supports HR and LPA operations by executing day-to-day tasks with accuracy, timeliness, and confidentiality.

• Enter, update, and validate employee data in HCM (e.g., Oracle/EBS/ADP/ORC) using approved checklists (new hire, job change, comp change, termination).
• File and index supporting documents (offer letters, change forms, WC notices) per naming conventions; update electronic personnel files.
• Run routine audits (missing I-9 docs, SSN mismatches, address or tax form gaps); queue fixes and document corrections.
• Apply data privacy and retention standards; restrict access to sensitive files; purge per schedule.

• Refresh recurring dashboards from approved sources; spot-check totals.
• Post dashboards to the designated channel/folder; version and date-stamp outputs.
• Log issues with feeds/queries and notify owner (IT/HRIS/Analyst).

• Keep SOPs, FAQs, and forms current in the knowledge library; archive superseded versions.
• Ensure all templates use approved headers, doc codes, and effective dates.
• Index documents with tags (process, system, audience) for easy retrieval.

• Follow routing rules: when to involve HRBP, Benefits, Payroll, Compliance, or Admin Ops.
• Schedule case touchpoints; capture decisions and attach to case files.
• Keep stakeholders informed of dependencies (e.g., claim docs needed before payroll action).
• Analyze administrative workflows to identify inefficiencies and proactively recommend process improvements to enhance productivity and effectiveness.
• Partner with Corporate Development, HR, Legal, CTO, Compliance, and External Affairs teams to strengthen handoffs and standardize workflows.

• Coordinate executive and departmental schedules, including calendar management, meeting planning, and logistical support to ensure seamless operations.
• Provide P-card transaction coding and reconciliation support, contributing to accurate financial tracking and reporting.
• Maintain and optimize digital and physical filing systems for Admin Ops, ensuring accessibility, organization, and compliance with internal standards.
• Assist in planning, coordination, and execution of internal and external events, meetings, and stakeholder engagements.
• Manage event logistics including scheduling, communications, materials preparation, and post-event follow-up.

• Triage tickets (policy, pay, benefits, leave, systems access); authenticate the requester; apply knowledge-based articles.
• Resolve standard inquiries (password resets, how-to navigation, basic policy references) or route per matrix (HRBP, Benefits, Payroll, IT).
• Document the issue, steps taken, and resolution; close with confirmation.

• Intake and date-stamp incident reports; verify completeness; request missing details.
• Log claims in register (incident date, type, location, parties, status); upload forms and adjuster correspondence.
• Submit standard notifications to carriers; track claim numbers and scheduled follow-ups.
• Maintain OSHA/incident logs and calendar reminders for required reporting windows.
• Coordinate light-duty paperwork and route medical release notes to HRBP/manager.

• Pull routine reports (headcount, turnover, job changes, pay changes) using saved queries; validate counts against prior runs.
• Pull initial reports together responsive to compliance, legal and/or regulatory reporting requirements for subject matter expert review and finalization (e.g., EEO reporting).
• Package audit samples (personnel files, proof of approvals), ensure red actions as instructed.
• Log every data request; obtain approvals before release.
• Excellent communication and interpersonal skills with the ability to patiently and accurately articulate information to internal and external audiences.
• Ability to listen and ascertain the needs of employees and to find and communicate accurate information concerning regulations, policies, and procedures.
• Demonstrated ability to maintain confidentiality with sensitive employee information.
• Problem-solving, organization, and time management skills.
• Attention to detail with a high degree of accuracy.
• Ability to prioritize routine tasks and meet deadlines.
• Basic understanding of databases, such as Oracle HCM, Sirion CLM, LMS, and other Admin support systems.

• ACCOUNTABILITY - Takes ownership for actions, decisions, and results; openly accepts feedback and demonstrates a willingness to improve.
• BASIC PRINCIPLES - Interacts with people in a way that builds mutual trust, confidence, and respect; adheres…