Office Manager/HR Coordinator

Office Manager/HR Coordinator

The Office Manager / HR Coordinator is responsible for overseeing daily office operations while providing administrative and human resources support to ensure an efficient, organized, and professional work environment. This role supports internal departments, manages office and HR-related systems and resources, and assists with key people operations, including employee onboarding, records management, and internal communication. The position also leads efforts to improve processes, space planning, and overall office and employee experience.

Schedule: This position is full-time, non-exempt, five days a week in the office. No nights or weekends.

Compensation: Starting annual salary is $60,000- $65,000 based on experience. Enjoy comprehensive health benefits and our generous paid time off package.

With a refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds, and a satisfying balance between your work and personal life, why not join the Mystic Valley Elder Services' Team?

Depending on your role and your hours, we offer:

• Flexible scheduling
• Competitive salaries
• Medical, Dental, and Vision
• 403b Retirement Plan with agency contribution after 2 years of employment
• 3 weeks accrued Vacation time
• 3 weeks accrued Sick time
• 13 Paid Holidays
• 30 personal hours
• Ample free parking
• Tuition reimbursement
• Employee referral bonuses of up to $2,000

Job Activities: Key activities of the position are below. Additional duties may be assigned as required.

Top Key Activities:

1. Manage day-to-day office operations, including ordering and tracking supplies and equipment, coordinating vendor coordination, and facility needs, with a focus on efficiency and process improvement.
2. Serve as the primary point of contact for internal office needs, space planning, and operational support.
3. Oversee mail distribution, office storage systems, and organizational filing systems.
4. Coordinate internal and external meeting logistics and support internal communications and scheduling.
5. Provide administrative support to the Human Resources team, including assisting with new employee onboarding, background check coordination, employee file maintenance, and offboarding tasks.
6. Partner with HR and IT to support the employee experience, including systems access, onboarding setup, and basic training coordination and tracking.

Other Activities:

• Work closely with the Operations and HR teams on projects such as moves, emergency planning, and events.
• Manage relationships with service providers and office-related vendors.
• Assist with tracking employee training participation and maintaining related documentation.
• Help maintain cleanliness, organization, and functionality of shared office spaces.

Key Success Measures:

• Consistently smooth day-to-day office operations, with positive staff feedback on office support, responsiveness, and resources.
• Timely and accurate administrative support to the HR team, including onboarding tasks, background check coordination, and employee record maintenance.
• Effective vendor management and cost-conscious tracking of office supplies and services, with improvements to processes that increase efficiency and reliability.
• Positive employee experience related to office resources, workspace setup, space planning, and meeting logistics.
• Clean, well-organized, and functional office spaces, along with successful coordination of cross-departmental projects, onboarding activities, and employee events.

Qualifications:

• Associate's degree or equivalent experience in office administration, business, or related field.
• 3+ years of experience in office management, administrative coordination, or operations.
• Proficiency in Microsoft Office Suite and virtual collaboration tools (e.g., Teams, Zoom).
• Strong organization and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive information.

Acceptable Substitutions

• High school diploma or GED plus 4 years of directly related experience.
• Bachelor's degree may substitute for 1 year of experience.

Preferred Qualifications

• Experience managing office operations.
• Familiarity with vendor management and budgeting.
• Experience supporting senior leadership with administrative coordination.
• Bilingual in English and another language commonly spoken by MVES employees or consumers (such as, but not limited to, Haitian Creole, Spanish, Chinese, Mandarin, Vietnamese).

Physical Requirements of the Job:

• Regular use of computer, phone, and standard office equipment.
• Ability to sit for extended periods and move throughout the office.
• Ability to lift, carry, push, or pull items up to 25 pounds.
• Occasional travel between office spaces/venues to pick up office supplies or assist with event setups.

Mystic Valley Elder Services is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.