Shared Services Coordinator (61527)

Company Overview

For over 31 years, the Advanced team has delivered best-in-class property services to major retailers, healthcare organizations, commercial facilities, entertainment venues, and other high-profile customers throughout the United States. Our core service offerings include janitorial services, facilities maintenance, landscape management, and parking lot maintenance. We are committed to operational excellence, customer satisfaction, continuous improvement, and supporting the growth of our people.

Position Summary

The Shared Services Coordinator provides administrative and operational support across Human Resources, Recruiting, Procurement, and Operations. This position serves as a central point of coordination for employees, candidates, managers, vendors, and internal departments while helping ensure day-to-day activities are completed efficiently and accurately.

The ideal candidate is highly organized, customer-service oriented, bilingual in English and Spanish, and capable of managing multiple priorities in a fast-paced environment. This role supports employee inquiries, recruiting activities, onboarding processes, procurement administration, and general operational support.

Essential Responsibilities

Human Resources & Employee Support

• Serve as a first point of contact for employee inquiries and requests.
• Answer and route incoming calls to the appropriate department.
• Assist employees with general HR-related questions and resource requests.
• Monitor and respond to shared inboxes as assigned.
• Support document preparation, tracking, and administrative follow-up.
• Maintain confidentiality of employee and company information.

Recruiting & Talent Acquisition Support

• Serve as a primary point of contact for candidate follow-up and recruiting communications.
• Conduct candidate outreach regarding application status, interview scheduling, offer acceptance, onboarding completion, and pre-employment requirements.
• Support candidates throughout the hiring process by answering questions and providing guidance regarding next steps.
• Assist Operations Leaders with candidate status updates and onboarding progress.
• Monitor candidate activity and proactively follow up to reduce candidate drop-off.
• Coordinate interview scheduling between candidates, Hiring Managers, and Recruiters.
• Assist with requisition administration, candidate tracking, and recruitment reporting.
• Support high-volume recruiting efforts and hiring initiatives as needed.

Procurement & Administrative Support

• Assist with purchase order processing and vendor order placement through NetSuite and approved vendor platforms.
• Support order tracking, documentation, and follow-up activities.
• Monitor order requests and assist in meeting vendor cut-off deadlines.
• Coordinate with Operations and Procurement regarding supply requests and order status updates.
• Support procurement reporting and administrative tracking activities.
• Participate in ongoing training as procurement processes and systems evolve.

Operational Support

• Assist with special projects and administrative initiatives.
• Maintain accurate records and documentation.
• Support data entry, reporting, and tracking activities.
• Provide general administrative assistance to multiple departments as needed.
• Identify opportunities to improve administrative efficiency and responsiveness.

Qualifications

Required:

• Bilingual in English and Spanish (verbal and written communication required).
• High school diploma or equivalent.
• Minimum 2 years of administrative, recruiting coordination, HR support, customer service, or related experience.
• Strong verbal and written communication skills.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, and Teams.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service mindset and professional demeanor.

Preferred:

• Experience supporting Human Resources, Recruiting, Procurement, or Operations functions.
• Experience with Paycom, NetSuite, or similar HRIS/ERP systems.
• Experience coordinating onboarding or hiring activities.
• Experience processing purchase orders or vendor orders.
• Experience working in a multi-site or service-based organization.

This role is designed to provide broad exposure to Human Resources, Recruiting, Procurement, and Operations. As knowledge and experience increase, the Shared Services Coordinator may assume additional responsibilities, including recruiting ownership, project coordination, procurement support leadership, and other specialized operational functions.

Salary : $25 - $30