What are the responsibilities and job description for the Office and HR Coordinator position at Harvard Maintenance, Inc?
Life at Harvard:
The Role:
Harvard is offering a competitive salary structure including benefit package with medical, dental, life, and long-term disability (LTD) insurance along with 401K Savings Plan.
An Equal Opportunity Employer - M/F/D/V
Are you ready to be part of something Extraordinary? Look no further than Harvard is the largest family-owned provider of premier commercial janitorial and professional security nited States. We believe in the power of our people. Here, every team member is valued, empowered, and trained to contribute their best. We foster an inclusive workplace culture where diversity is celebrated and every voice matters.
A day in the life:
Primary focus will be to service the existing business, operationally and financially, while maintaining relationships with existing customers and developing new business where possible.
The Role:
We are seeking a highly organized and people-focused Office Coordinator / Recruiting & HR Administrator to support our local leadership team and workforce operations. This role serves as the face of our office, providing administrative support, employee relations assistance, and front-desk coordination while dedicating approximately 50% of the role to full-cycle recruiting and HR support.
The ideal candidate is a proactive professional who thrives in a fast-paced environment, enjoys building relationships, and can effectively manage multiple priorities. This position partners closely with operational leadership, the Regional HR Generalist and the Recruiting Manager to support staffing, onboarding, employee administration, and workforce initiatives.
What you’ll do as an Exceptional Team Member:
What you’ll do as an Exceptional HR and Office Coordinator:
Office Administration & Reception (~40%)
- Serve as the primary point of contact for visitors, employees, and vendors entering the office.
- Manage front desk reception duties, including greeting guests, answering phones, and directing inquiries.
- Provide administrative support to office and operational leadership teams.
- Maintain office supplies, files, records, and general office organization.
- Assist with scheduling meetings, preparing documents, and coordinating office communications.
- Support employee inquiries and route requests to the appropriate department or leader.
Recruiting & Talent Acquisition (Approximately 60% of Role)
- Manage full-cycle recruiting for hourly positions including General Cleaners, Supervisors, Leads, and other frontline operations roles.
- Source candidates through job boards, social media, community partnerships, referrals, networking, and local outreach efforts.
- Conduct candidate screening calls and coordinate follow-up interviews with hiring managers.
- Facilitate hiring events, job fairs, open houses, and local networking activities to build talent pipelines.
- Maintain candidate pipeline using an Applicant Tracking System (ATS) iCIMS and Winteam
- Coordinate pre-employment processes including background checks, employment verification, and onboarding requirements.
- Complete E-Verify submissions and ensure compliance with hiring regulations.
- Build relationships within the local community to support ongoing recruitment efforts.
Human Resources Support
- Assist with onboarding and new hire orientation processes.
- Assist employees with HR-related questions and direct concerns to appropriate HR partners.
- Support compliance with company policies, procedures, and employment regulations.
Union Administration Support
- Maintain and update PTO and vacation tracking calendars for union employees.
- Assist with union-related administrative documentation and reporting.
- Support adherence to collective bargaining agreement requirements as assigned.
- 2 years of administrative, recruiting, HR, or office coordination experience preferred.
- Experience with high-volume recruiting or staffing environments strongly preferred.
- Knowledge of onboarding, background checks, I-9/E-Verify processes, and employment documentation preferred.
- Experience working in a union environment is a plus.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
- Experience with applicant tracking systems (ATS) and HRIS platforms preferred, iCIMS highly preferred.
- Strong organizational, communication, and multitasking skills.
- Ability to handle confidential information with professionalism and discretion.
Monday-Friday Days
Salary: $65,000.
Join our team of Extraordinary People committed to delivering Exceptional Service. Together, we'll redefine industry standards and create a workplace where your talent thrives. Discover your potential with Harvard Maintenance. Learn more about our company and culture, apply today and be part of something extraordinary.
www.harvardmaint.com
Harvard is offering a competitive salary structure including benefit package with medical, dental, life, and long-term disability (LTD) insurance along with 401K Savings Plan.
An Equal Opportunity Employer - M/F/D/V
Salary : $65,000