HR and Office Operations Coordinator

Status: Full-time, Hourly

Reports to: President

Functional HR Partner: Vida HR (Fractional HR Business Partner)

Internal Partners: Finance Team (Payroll), Agency Leadership Team

The Role, In Brief

The HR & Office Operations Coordinator serves as the internal hub for day-to-day HR operations and employee experience, with primary ownership of BambooHR administration, employee record management, and HR process coordination. In partnership with Vida HR (fractional HR leadership), this role ensures HR programs are executed consistently and confidentially, while also supporting office operations and workplace logistics that keep the agency running smoothly.

HR Support Model

The agency partners with Vida HR to provide senior-level HR guidance, employee relations support, compliance oversight, and manager coaching. Employees may contact Vida HR directly for confidential or complex HR matters. The HR & Office Operations Coordinator supports operational follow-through and coordination to ensure a seamless employee experience.

Responsibilities Include

HR Operations & BambooHR Administration (Primary)

• HR Operations & BambooHR Administration (Primary Responsibilities)
• Serve as the internal point of information for HR processes and BambooHR navigation (what forms, what steps, where to find information), while routing judgment-based questions to Vida HR.
• Serve as the primary administrator and point of accountability for BambooHR
• Maintain employee records and ensure accuracy (titles, compensation history, job changes, documentation, org charts)
• Manage HR workflows in BambooHR (onboarding/offboarding, acknowledgements, performance cycles, time-off workflows)
• Run standard reports and dashboards (headcount, anniversaries, PTO, compliance acknowledgements) for executive leadership and VidaHR.
• Provide employee support on HR process questions (“how do I…”) and route confidential matters appropriately
• Own BambooHR workflows and data integrity (audits, reporting cadence, consistency of records).
• Manage employee self-service support and ensure HR process documentation lives in BambooHR.
• Payroll Partnership (Finance-Owned)
• Submit employee status, benefits, and time-off changes to Finance
• Ensure timely and accurate payroll inputs
• Assist employees with payroll process questions
• Escalate payroll discrepancies to Finance
  
  

This role does not run or reconcile payroll.

HR Program Coordination (in partnership with Vida HR)

• HR Operations & Employee Lifecycle
• Coordinate onboarding logistics, including paperwork, systems access, orientation scheduling, and first-week readiness
• Ensure I-9 completion and E-Verify submission within required timelines; escalate any exceptions to Vida HR
• Coordinate offboarding logistics, including equipment return, access removal, and exit interview scheduling
• Maintain accurate employee records in BambooHR, including documentation, acknowledgments, and employee changes
• Support performance management cycle logistics (tracking, reminders, document distribution)
• Process BambooHR reimbursements
• Ensure all HR documentation and checklists are completed accurately and on time
• Benefits Administration (Coordination Role)
• Process employee life-event changes by collecting documentation, submitting updates through carriers/brokers, and confirming completion
• Maintain benefits documentation, deadlines, and enrollment materials
• Coordinate benefits communications, open enrollment logistics, and employee completion tracking
• Serve as the administrative point of contact for routine benefits requests
• Communicate 401(k) changes to Finance for payroll deductions
  
  

Important Boundary: This role does not provide benefits advice, plan recommendations, coverage interpretation, or eligibility determinations. Questions requiring judgment are routed to the benefits broker and/or Vida HR.

• Leave Administration
• Coordinate leave-related paperwork and documentation (FMLA and other leaves)
• Track timelines, documentation, and communications
• Partner with Vida HR for eligibility interpretation, compliance guidance, and complex situations
• Recruiting Coordinatio (Coordination Only – Vida HR Owned)
• Coordinate interview scheduling and candidate logistics as needed, in partnership with Vida HR and hiring managers.
• Support hiring process administration (posting, interview logistics, documentation tracking) as directed by Vida HR.
• Agency Reputation Management
• Coordinate with the agency’s Reputation Management Representative regarding Glassdoor presence and ratings
• Track and report Glassdoor score trends and updates to executive leadership and Vida HR
• Support timely follow-through on reputation-related action items as directed by leadership or Vida HR
  
  

Office Operations & Workplace Experience (Secondary)

• Office Operations & Front Desk
• Serve as the first point of contact for visitors, clients, and employees
• Manage front-desk activities, phone calls, mail, deliveries, and meeting coordination
• Maintain a clean, organized, and welcoming office environment
• Order and manage office, kitchen, and supply inventory
• Coordinate vendors, parking passes, and office logistics
• Support internal events, meetings, and agency gatherings
  
  

Office and front-of-house responsibilities are managed with appropriate prioritization to ensure HR operations and BambooHR deadlines are consistently met.

• Employee Experience & Cultural Initiatives
• Provide administrative and logistical support for agency cultural initiatives and events, including One Agency Day, VJ Gathers, and other employee engagement programming as needed
• Coordinate scheduling, communications, supplies, vendor support, and on-site execution to ensure events run smoothly and reflect the agency’s values
• Track event timelines and deliverables and partner with internal stakeholders to ensure alignment on roles, expectations, and outcomes
  
  

Escalation & Decision Rights

• Escalate to Vida HR: employee relations concerns, policy interpretation, leave eligibility, accommodations, disciplinary actions, investigations, compliance matters
• Escalate to Finance: payroll discrepancies, deductions issues, wage-related questions
• Escalate to Leadership: high-risk employee relations matters, compensation exceptions, termination decisions
  
  

This role serves as a point of information for HR processes and systems (BambooHR, time off, onboarding steps, documentation workflows). Employee relations concerns, performance issues, accommodations, compliance interpretation, and confidential HR matters are supported directly by Vida HR and leadership, with this role providing coordination and documentation support as needed.

What Success Looks Like (First 90 Days)

• Onboarding and offboarding completed smoothly with no missed steps
• HR records and benefits changes maintained accurately and on time
• Proactive tracking of deadlines and open items
• Employee inquiries acknowledged within one business day
• Strong judgment around when to handle vs. escalate
• Professionalism, confidentiality, and follow-through demonstrated consistently
• BambooHR records and workflows are accurate, clean, and consistently maintained
• Employees know how to access HR information and self-serve through BambooHR
• Performance review cycles (if applicable) are scheduled and tracked appropriately
• Office operations run reliably without disrupting HR priorities
• Strong working rhythm established with Vida HR
• A consistent planning rhythm and execution process is established for key cultural initiatives (e.g., One Agency Day and VJ Gathers), resulting in smooth logistics and strong employee experience.
  
  

Those who succeed in this role have the following qualifications:

• Associate degree preferred and HR certification a plus
• 2-3 years experience in an HR or administrative role is preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Ability to handle sensitive information with confidentiality.
• Reliable transportation and ability to travel between Denver and COS office as needed.
• HRIS administration experience (BambooHR preferred)
• Strong data accuracy / documentation discipline
• Comfort managing calendars, workflows, and reporting
• Experience coordinating internal events, employee engagement initiatives, or office culture programming; comfortable managing multiple moving pieces with a hospitality mindset.
  
  

Agency Values

The following characteristics are expected of each employee of the agency regardless of role or responsibility:

• GRIT. Fall seven times, get up eight.
• CURIOUS. Follow that hunch with unbridled passion.
• PROVOCATIVE. When it comes to moving a piano, never grab the sheet music.
• CONFIDENCE. Fake it ‘til you make it. Then fake it some more. (Psst, no one knows. It’s ok.)
• UNCOMPROMISING. What you do when no one is watching is really who you are.
• UNFORGETTABLE. What about you, your character, your personality - sticks?
• UNWAVERING. Projects and initiatives are rarely sprints. Pace yourself. And encourage others who need a pick-me-up along the way.
• MYTH-WORTHY. What stories about you will still loom large 20 years from now.
  
  

Schedule and Location:

Monday - Friday 8:30am - 5:30pm. Remote work available Fridays.

This role is based out of our Colorado Springs, CO office.

Compensation

The hourly wage range for this position is $25.00 - $27.00 an hour.

Benefits

• 401k employer match
• Medical, Dental, Vision
• Life and short-term disability (100% employer paid)
• Voluntary long-term disability
• EAP
• 9 paid holidays
• PTO, Floating Holiday, Volunteering Day
• Education reimbursement
• Employee referral program
• Employee recognition program where points turn into money!
  
  

Vladimir Jones is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, national origin, age, protected veteran status, or disability status.

Vladimir Jones participates in E-Verify, which is a federal program used to confirm the employment eligibility of all new hires.