We are seeking a detail-oriented, organized, and personable HR & Administrative Coordinator to join our team. This position plays a vital role in supporting day-to-day human resources operations while serving as the first point of contact for employees, clients, vendors, and visitors.

The HR & Administrative Coordinator will coordinate employee onboarding and offboarding, maintain personnel records, track employee training and certifications, prepare weekly reports, and provide general administrative support. This position will also oversee front-office responsibilities and provide accounting support, including invoice processing, obtaining invoice approvals, preparing vendor checks, and entering expenses.

This position is ideal for someone who enjoys working with people, thrives in a fast-paced environment, and is comfortable supporting multiple departments within a growing construction and oil & gas company.

Essential Responsibilities Human Resources

Coordinate all new hire onboarding, including employment paperwork, orientation, and required documentation.
Manage employee offboarding and separation documentation.
Maintain accurate, organized, and confidential employee personnel files.
Prepare and distribute weekly HR and administrative reports.
Maintain employee training records and coordinate required training as needed.
Track employee certifications, licenses, and expiration dates to ensure compliance.
Assist with maintaining safety documentation, training records, and compliance files.
Assist with employment verifications and HR record maintenance.
Ensure employee documentation complies with company policies and applicable regulations.
Provide administrative support for HR projects and initiatives.
Maintain the highest level of confidentiality while handling sensitive employee information.

Reception & Office Administration

Professionally answer and direct incoming phone calls and respond to office text messages.
Welcome and assist employees, clients, vendors, and visitors.
Manage incoming and outgoing mail, deliveries, and other office correspondence.
Maintain office supply inventory and coordinate ordering as needed.
Keep the office clean, organized, and professional.
Assist with scheduling, meetings, and other administrative duties as assigned.
Provide general administrative support to management and other departments as needed.

Accounting Support

Provide administrative and accounting support to the Accounts Payable department.
Receive, organize, and process vendor invoices for payment.
Obtain appropriate invoice approvals and follow up as needed to ensure timely processing.
Prepare and cut vendor checks in accordance with company procedures.
Enter invoices, expenses, and other accounting-related transactions accurately into the accounting system.
Assist with maintaining organized vendor records, payment documentation, and accounting files.
Coordinate with vendors and internal departments regarding invoices, approvals, payments, and other AP-related matters.
Assist the accounting team with additional administrative and accounting support as needed.

Qualifications

Previous experience in Human Resources, office administration, accounting support, or a related administrative role preferred.
Experience in the construction or oil & gas industry is preferred.
Strong organizational and time management skills with excellent attention to detail.
Excellent verbal and written communication skills.
Ability to maintain confidentiality and exercise sound judgment.
Previous experience with accounts payable or invoice processing is preferred.
Proficiency in Microsoft Office, including Word, Excel, and Outlook, and the ability to learn new software and accounting systems.
Ability to prioritize multiple responsibilities and adapt to changing business needs.
Professional, dependable, and customer-service oriented.

Preferred Qualities

We're looking for someone who:

Enjoys interacting with people and providing exceptional customer service.
Takes initiative and works independently.
Is highly organized and detail-oriented.
Handles confidential information with discretion and professionalism.
Is comfortable working across multiple areas of the business.
Adapts well to changing priorities.
Enjoys supporting multiple departments and collaborating with teammates.
Takes pride in maintaining a professional, organized workplace.
Is dependable and follows through on responsibilities.

Why Join Our Team?

We are a growing construction and oil & gas company built on teamwork, integrity, and excellence. Every employee plays an important role in our success, and we believe in providing opportunities for growth and development.

The HR & Administrative Coordinator is an important role within our organization, providing an opportunity to build and expand HR and administrative skills while gaining valuable experience supporting accounting and other areas of the business. If you're looking for a position where you can make a meaningful impact across multiple areas of a growing company, we'd love to hear from you.

Pay: From $31,000.00 per year

Benefits:

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

Work Location: In person

Job description