Position Title: Office Operations & HR Coordinator
Location: Arlington Heights, IL
Company Overview
Our client is a well-established mechanical contractor with over a century of continuous service, supporting commercial, industrial, healthcare, and mission-critical projects across the Chicagoland area and beyond. They are seeking a motivated and detail-oriented Office Operations Coordinator & HR Coordinator to support daily operations and contribute to an organized, efficient, and positive work environment.
Position Summary
The Office Operations & HR Coordinator plays a key role in supporting the day-to-day functions of the office while assisting with core employee lifecycle processes. This position is ideal for someone early to mid-career who enjoys keeping operations running smoothly and has an interest in gaining exposure to HR coordination.
This is a hands-on, highly collaborative role that blends administrative operations with employee support responsibilities. This is not an executive assistant role.
Key Responsibilities
Office Operations
- Coordinate daily office activities to ensure an organized and efficient work environment
- Maintain office supplies, equipment, and overall office organization
- Serve as a central point of contact for internal office needs and coordination
- Support scheduling and coordination across office and field teams
- Assist with purchase orders, expense tracking, document preparation, and reporting
- Track and renew business licenses to ensure compliance
- Identify opportunities to improve administrative processes and workflows
- Support implementation and consistency of administrative procedures and company policies
- Coordinate business insurance claims and related documentation
- Assist with fleet coordination and management of employee devices (phones, tablets)
HR Coordination
- Support onboarding activities, including new hire paperwork, orientation scheduling, and system setup
- Coordinate offboarding processes, including exit interviews and documentation
- Maintain accurate and up-to-date employee records and files
- Assist with benefits coordination and respond to general employee inquiries
- Support internal communication related to HR policies, updates, and initiatives
- Partner with leadership to help ensure a smooth and positive employee experience
Qualifications
- 3+ years of experience in administrative, office operations, or coordination roles
- Exposure to HR-related tasks such as onboarding or employee records preferred
- Strong organizational and multitasking skills with high attention to detail
- Ability to work independently and prioritize effectively in a fast-paced environment
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience supporting basic accounting functions (purchase orders, invoicing, expense tracking)
- Strong communication skills with the ability to work effectively with both office staff and field personnel
- Familiarity with document management systems (SharePoint, Google Drive, or similar)
- Experience in construction, HVAC, or service-based environments is a plus
Compensation & Benefits
- Annual discretionary bonus eligibility
- Medical, dental, and vision benefits
- 401(k) and Employee Stock Ownership Plan (ESOP)
- Paid vacation and holidays
- Life insurance