Human Resources Administrative Coordinator

Overview:

This role provides comprehensive administrative and operational support to the Human Resources department, with a primary focus on supporting the CHRO. The position plays a key role in ensuring efficient HR operations, maintaining organizational standards, and coordinating departmental activities, events, and processes.

Key Responsibilities:

Executive Support (CHRO):

• Manage calendar, schedule meetings, and coordinate logistics, including conference rooms, catering, guest registration, and virtual setup
• Handle incoming communications and prioritize urgent matters, including escalation from senior leadership
• Coordinate travel arrangements, restaurant bookings, and expense reimbursements
• Facilitate document management, including obtaining approvals and signatures on official and legal documents
• Maintain HR team calendars, including time off and key dates such as birthdays
• Provide ad hoc administrative support as required

HR Administrative Support:

• Maintain and organize employee records, both physical and digital, ensuring compliance and proper storage
• Oversee organization of file cabinets and HR storage systems
• Support recruitment logistics, including scheduling interviews and coordinating onsite candidate visits
• Ensure HR workspace is organized, stocked, and presentable at all times
• Manage office supply inventory and procurement
• Maintain HR seating plans and update internal administrative documents
• Support onboarding activities, including Day 1 setup (systems, equipment, and workspace)

Event Coordination:

• Plan and execute internal HR events and activities (e.g., team events, employee engagement initiatives)
• Coordinate logistics including catering, facilities, IT support, and event setup to ensure smooth execution

Invoice & Vendor Management:

• Process invoices and purchase orders for HR leadership and related teams
• Track and manage approvals, ensuring timely processing and follow-ups
• Support vendor onboarding and maintain payment tracking
• Reconcile P-card transactions and maintain accurate financial records

DEI (Diversity, Equity & Inclusion) Support:

• Assist in coordinating DEI and ERG initiatives, including communications and event logistics
• Maintain ERG membership records and participation tracking
• Support updates to DEI-related intranet content and calendars
• Coordinate vendor onboarding and payment tracking related to DEI initiatives

Qualifications:

• Strong organizational and administrative skills
• Ability to manage multiple priorities and maintain attention to detail
• Excellent communication and coordination abilities
• Proficiency in Microsoft Office and administrative systems
• Experience supporting senior leadership preferred

*** Pay Rate- $30-$35.00/hour

Benefits Info

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.