HR and Office Operations Coordinator

Status:
Full-time, Hourly

Reports to:

President

Functional HR Partner:
Vida HR (Fractional HR Business Partner)

Internal Partners:
Finance Team (Payroll), Agency Leadership Team

The HR & Office Operations Coordinator serves as the internal hub for day-to-day HR operations and employee experience, with primary ownership of Bamboo

HR administration, employee record management, and HR process coordination. In partnership with Vida HR (fractional HR leadership), this role ensures HR programs are executed consistently and confidentially, while also supporting office operations and workplace logistics that keep the agency running smoothly.

The agency partners with Vida HR to provide senior-level HR guidance, employee relations support, compliance oversight, and manager coaching. Employees may contact Vida HR directly for confidential or complex HR matters. The HR & Office Operations Coordinator supports operational follow-through and coordination to ensure a seamless employee experience.

• Serve as the internal point of information for HR processes and Bamboo
  
  HR navigation (what forms, what steps, where to find information), while routing judgment-based questions to Vida HR.
• Serve as the primary administrator and point of accountability for Bamboo
  
  HR.
• Maintain employee records and ensure accuracy (titles, compensation history, job changes, documentation, org charts).
• Manage HR workflows in Bamboo
  
  HR (onboarding/offboarding, acknowledgements, performance cycles, time-off workflows).
• Run standard reports and dashboards (headcount, anniversaries, PTO, compliance acknowledgements) for executive leadership and VidaHR.
• Provide employee support on HR process questions (“how do I…”) and route confidential matters appropriately.
• Own Bamboo
  
  HR workflows and data integrity (audits, reporting cadence, consistency of records).
• Manage employee self‑service support and ensure HR process documentation lives in Bamboo
  
  HR.
• Submit employee status, benefits, and time‑off changes to Finance.
• Ensure timely and accurate payroll inputs.
• Assist employees with payroll process questions.
• Escalate payroll discrepancies to Finance.

This role does not run or reconcile payroll.

• Coordinate onboarding logistics, including paperwork, systems access, orientation scheduling, and first‑week readiness.
• Ensure I‑9 completion and E‑Verify submission within required timelines; escalate any exceptions to Vida HR.
• Coordinate offboarding logistics, including equipment return, access removal, and exit interview scheduling.
• Maintain accurate employee records in Bamboo
  
  HR, including documentation, acknowledgments, and employee changes.
• Support performance management cycle logistics (tracking, reminders, document distribution).
• Process Bamboo
  
  HR reimbursements.
• Ensure all HR documentation and checklists are completed accurately and on time.
• Process employee life‑event changes by collecting documentation, submitting updates through carriers/brokers, and confirming completion.
• Maintain benefits documentation, deadlines, and enrollment materials.
• Coordinate benefits communications, open enrollment logistics, and employee completion tracking.
• Serve as the administrative point of contact for routine benefits requests.
• Communicate 401(k) changes to Finance for payroll deductions.

Important Boundary:
This role does not provide benefits advice, plan recommendations, coverage interpretation, or eligibility determinations. Questions requiring judgment are routed to the benefits broker and/or Vida HR.

• Coordinate leave‑related paperwork and documentation (FMLA and other leaves).
• Track timelines, documentation, and communications.
• Partner with Vida HR for eligibility interpretation, compliance guidance, and complex situations.

• Coordinate interview scheduling and candidate logistics as needed, in partnership with Vida HR and hiring managers.
• Support hiring process administration (posting, interview logistics, documentation tracking) as directed by Vida HR.

• Coordin…