HR & Operations Coordinator

Job Summary

The HR & Operations Coordinator provides high-level administrative and operational support to the CHRO and COO while partnering closely with executive leadership. This role ensures seamless day-to-day operations across both the Harrison and NYC offices, with responsibility spanning human resources coordination, facilities oversight, vendor management, procurement, and executive administrative support.

This position blends strong organizational execution with people-focused coordination, serving as a trusted operational partner to leadership and helping maintain a highly professional, efficient, and well-run environment.

Key Responsibilities

Human Resources Coordination

· Support recruitment efforts, including candidate screening, interview scheduling, and coordination.
· Assist with onboarding processes, ensuring new hires have a smooth and welcoming experience.
· Coordinate onboarding documentation, training schedules, and compliance requirements in partnership with the CHRO.
· Maintain organized and confidential employee records.
· Assist with HR initiatives, employee engagement efforts, and internal communications.
· Support planning and execution of staff appreciation initiatives and company-wide events.
· Coordinate staff birthday communications and monthly celebrations.

Operations Management

· Oversee daily operational workflows to ensure smooth office functionality across both NYC and Westchester locations.
· Manage IT and security systems in collaboration with external vendors (e.g., Stratagem and Red Key), serving as the internal point of contact.
· Coordinate facilities maintenance, rentals, and shared office arrangements.
· Assist the COO with management and coordination of outside vendors and service providers.
· Oversee vendor relationships to ensure high-quality service, competitive pricing, and timely delivery.
· Coordinate and track rent payments for NYC offices.
· Maintain and coordinate insurance policy renewals for the organization, ensuring proper documentation and compliance.

Procurement & Resource Management

· Manage all office ordering, including medical supplies, medications, furniture, equipment, and general office needs.
· Track and maintain inventory levels to meet operational demands while minimizing waste and unnecessary expense.
· Ensure timely and accurate delivery of supplies and equipment across offices.
· Support procurement strategies to optimize cost efficiency and operational effectiveness.

Executive & Administrative Support

· Manage calendars for leadership, including the COO and CHRO, ensuring optimal scheduling and prioritization.
· Coordinate meeting logistics, including conference room setup and virtual meeting management.
· Assist with preparation of leadership meeting materials, agendas, and follow-up tracking.
· Provide confidential administrative support, handling sensitive information with discretion.
· Support executive projects as assigned, ensuring organization and follow-through.
· Manage the Yankee ticket account and oversee ticket distribution.
· Coordinate special logistics related to executive initiatives (e.g., art shipments, auction-related invoices).

What This Role Requires

· Strong professionalism and executive presence.
· Exceptional organizational skills and attention to detail.
· Ability to manage multiple priorities in a fast-paced environment.
· Comfort supporting both HR functions and operational logistics.
· High level of discretion and sound judgment when handling confidential information.
· Proactive mindset with strong follow-through and problem-solving skills.

Job Type: Full-time

Pay: $54,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $54,000 - $65,000