Office & People Operations Coordinator
14 days ago
Chicago
Job Description Office & People Operations Coordinator Chicago, IL (Loop) | Full-Time, Hourly | On-Site Department: Operations / HR Reports to: CEO / COO FLSA Status: Non-Exempt (Hourly) Travel: Minimal (<5%) Position Summary We are a growing healthcare services company seeking a versatile, self-directed Office & People Operations Coordinator to serve as the sole on-site administrative professional at our Chicago Loop headquarters. This is a high-impact generalist role for someone who thrives wearing multiple hats — from HR administration and compliance support to social media content, event coordination, and day-to-day office management. You will be the operational backbone of a lean US-based team, partnering closely with leadership, global HR, and finance functions. The ideal candidate is organized, resourceful, comfortable with ambiguity, and energized by variety. Core Responsibilities Human Resources & Compliance * Serve as the US HR generalist point of contact for employee inquiries, onboarding, offboarding, and benefits administration. * Process and track PTO requests, leave approvals, and attendance records for US-based employees. * Respond to and coordinate IDES (Illinois Department of Employment Security) notices, Secretary of State filings, and other regulatory correspondence with Finance, Global HR, and company leadership. * Maintain and file diversity and women-owned business certifications (WBENC, SBA, state/local programs). * Support I-9 verification, personnel file maintenance, and HR policy documentation. * Coordinate with global HR teams on cross-functional compliance and employee relations matters. Office Administration & Facilities * Manage day-to-day office operations: supplies, equipment, mail, vendor relationships, and building management liaison. * Track and reconcile US employee expense reports; coordinate with Finance for timely processing. * Maintain office space, conference rooms, and shared resources in presentable, functional condition. * Serve as IT equipment coordinator for US staff — laptop provisioning, returns, and basic troubleshooting escalation. * Manage incoming/outgoing correspondence and act as the primary point of contact for visitors and deliveries. Marketing & Social Media Support * Create and schedule social media posts across company channels (LinkedIn, Facebook, X/Twitter, etc.) aligned with brand guidelines. * Coordinate with the marketing team and external agencies on content calendars and local campaign execution. * Capture photos/video at events and create light content for social channels. Events & Community Engagement * Plan, coordinate, and execute local company events: team gatherings, client dinners, holiday celebrations, and office milestones. * Organize participation in local industry organizations (e.g., MGMA, local healthcare associations) including memberships, event registrations, and sponsorship logistics. * Coordinate community engagement activities and local networking events to raise company visibility. Recruitment Support * Schedule interviews, coordinate candidate communications, and support hiring managers through the recruitment process. * Assist with US-specific onboarding logistics: welcome kits, workspace setup, and first-day coordination. Executive & Travel Support * Arrange domestic and international travel for leadership and visiting team members (flights, hotels, ground transportation). * Make restaurant reservations, coordinate meeting logistics, and manage executive calendars as needed. * Support preparation for board meetings, investor visits, and client-facing events. General Operations & Catch-All * Maintain and renew state/local business registrations, licenses, and corporate filings. * Serve as the “boots on the ground” liaison for global teams needing local US execution (notarizations, bank visits, physical document handling). * Support light bookkeeping tasks: invoice tracking, vendor payment follow-ups, petty cash management. * Act as emergency/BCP point of contact for the US office. * Take on ad hoc projects and operational tasks as the business evolves — this role will grow with the company. Qualifications Required * 2–5 years of experience in office administration, HR coordination, or operations generalist roles. * Working knowledge of US employment law basics, benefits administration, and HR compliance (IDES, FMLA, ADA, I-9). * Strong organizational skills with the ability to juggle competing priorities independently. * Proficiency in Microsoft Office 365, Google Workspace, and comfort learning new tools quickly. * Excellent written and verbal communication — you will draft social posts, compliance responses, and internal communications. * Discretion in handling confidential employee and business information. * Bachelor’s degree or equivalent professional experience. Preferred * Experience in healthcare services, or professional services environments. * Familiarity with social media management tools (Linkedin, Instagram, TikTok). * Experience coordinating with offshore/global teams across time zones. * HR certification (PHR, SHRM-CP) or interest in pursuing one. * Exposure to ATS platforms (JazzHR, Greenhouse, or similar). * Experience with diversity certification filings (WBENC, SBA 8(a), MBE/WBE). What We Offer * Competitive hourly compensation commensurate with experience. * Health, dental, and vision insurance. * Paid time off and company holidays. * Professional development support including HR certification sponsorship. * A collaborative, entrepreneurial culture where your contributions are visible and valued. * Office in the heart of Chicago’s Loop with easy transit access. Powered by JazzHR MbUPp4Ol1y