Position Title: HR & Administrative Coordinator
Position Summary:
The HR & Administrative Coordinator provides comprehensive support across human resources, recruiting, finance, subcontractor management, and executive administration to ensure seamless business operations. This role acts as a primary point of contact for employees and subcontractors, handling/overseeing HR-related inquiries, payroll, invoicing, and compliance while also supporting leadership with scheduling, travel, and meeting coordination. The ideal candidate is detail-oriented, organized, and adaptable, with the ability to manage multiple responsibilities in a fast-paced, dynamic environment.
Key Responsibilities:
Serve as a point of contact for employee inquiries and assist in addressing HR-related concerns.
Support onboarding and offboarding processes for employees and subcontractors.
Maintain personnel files and ensure HR documentation is accurate, current, and compliant.
Assist in coordinating performance reviews and employee engagement initiatives.
Ensure accurate employee compensation and deductions for bi-weekly payroll.
Prepare and submit monthly invoices in coordination with accounting and program managers.
Track timekeeping and expense submissions to ensure timely and accurate billing.
Review and approve invoices for accuracy prior to customer submission.
Source, screen, and coordinate interviews for candidates across technical and administrative roles.
Format and edit resumes to align with government proposal requirements and contract opportunities.
Maintain an organized applicant tracking process and candidate pipeline.
Provide executive support to the President, including scheduling, meeting planning, and coordination.
Prepare meeting agendas, document minutes, and follow up on action items.
Make travel arrangements for engineers and staff, including flights, hotels, and itineraries.
Assist with procurement of office supplies, software tools, and other administrative needs.
Manage subcontractor documentation, including agreements, onboarding materials, and invoice tracking.
Coordinate with subcontractors to ensure compliance with contract terms and deliverables.
Track expiration and renewal dates for subcontractor agreements and certifications.
Required Qualifications:
Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
5+ years of experience in HR, administrative, or operational support roles.
Strong organizational skills with attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Sharepoint).
Familiarity with payroll systems and invoice processing tools.
Excellent verbal and written communication skills.
Ability to manage multiple tasks and prioritize effectively in a dynamic environment.
Preferred Qualifications:
Experience supporting government contracts or proposals.
Familiarity with applicant tracking systems (ATS) and HRIS platforms.
Prior experience with travel coordination and executive-level meeting planning.