What are the responsibilities and job description for the Office Coordinator position at Now Labor Solutions?
Office Coordinator (Staffing Agency)
Job Title: Office Coordinator
Department: Operations / Administration
Reports To: Operations Manager / Branch Manager
Location: [City, State]
Employment Type: Full-Time
Position Summary
The Office Coordinator supports daily operations of the staffing agency by managing payroll processing, recruiting coordination, employment verification, invoicing, and accounts receivable functions. This role ensures accurate employee records, timely billing, and effective communication between clients, candidates, and internal staff. The ideal candidate is detail-oriented, organized, and experienced in administrative and staffing support functions.
Key ResponsibilitiesPayroll & Timekeeping
- Collect, review, and enter employee timesheets and payroll data
- Verify hours, pay rates, and assignment details for accuracy
- Coordinate payroll processing with payroll provider or internal system
- Resolve payroll discrepancies and employee pay inquiries
- Maintain payroll records and compliance documentation
Recruiting & Onboarding Support
- Post job openings and coordinate candidate sourcing efforts
- Screen resumes and schedule interviews
- Assist with new hire onboarding and orientation paperwork
- Maintain applicant tracking system (ATS) records
- Communicate assignment details to candidates
Employment Verification & Compliance
- Process employment verification requests from agencies, lenders, and employers
- Maintain employee files and required documentation (I-9, W-4, certifications, etc.)
- Track credential expirations and compliance requirements
- Ensure adherence to labor and staffing regulations
Invoicing & Accounts Receivable
- Generate and send client invoices based on approved hours/placements
- Verify bill rates, hours, and contract terms
- Post payments and maintain AR records
- Monitor aging reports and follow up on outstanding balances
- Resolve billing discrepancies with clients
Office & Administrative Support
- Serve as primary administrative contact for office operations
- Maintain client and employee databases
- Prepare reports on payroll, billing, and recruiting metrics
- Support branch manager with operational tasks
- Ensure confidentiality of employee and client information
Qualifications
Education & Experience
- Associate or bachelor’s degree in Business Administration, HR, Accounting, or related field preferred
- 2 years administrative, payroll, staffing, or office coordination experience
- Experience in staffing or recruiting environment strongly preferred
Skills & Competencies
- Knowledge of payroll, invoicing, and AR processes
- Strong organizational and multitasking skills
- High attention to detail and accuracy
- Customer service and communication skills
- Ability to handle confidential information
- Problem-solving and follow-up skills
Technical Skills
- Microsoft Office (Excel, Word, Outlook)
- Applicant Tracking Systems (ATS)
- Payroll or staffing software (e.g., TempWorks, Avionté, Bullhorn, QuickBooks, etc.)
- Basic accounting or billing systems
Work Environment
- Office setting with frequent phone and computer use
- Interaction with employees, candidates, and clients
- Standard business hours with occasional payroll deadlines
Success Measures
- Accurate and timely payroll processing
- On-time invoicing and AR collections
- Organized employee and client records
- Positive candidate and client communication
- Compliance with staffing regulations
Job Types: Part-time, Temp-to-hire
Pay: $20.00 - $22.00 per hour
Expected hours: 20 per week
Work Location: In person
Salary : $20 - $22