HR & Office Coordinator

CXG Holdings Inc; Town of Smithtown (NY); On-site; USD 42,000 - 51,000; Full time

Benefits offered by this job

Performance-based bonus

401(k) with company match

Paid time off

Paid holidays

Paid parental leave

Dental and vision insurance

Training and development

Job summary

CXG Holdings Inc. is seeking an HR & Office Coordinator in Smithtown, NY. This full-time, in-office role requires coordinating HR processes, maintaining records, and acting as a reliable hub for staff both in-office and remotely.

A strong focus on organization, communication, and follow-through will help keep the office running smoothly. You will manage onboarding, benefits enrollment, and PTO tracking, while supporting leadership and ensuring documents are accurate.

Qualifications

• Completed associate’s degree required; bachelor’s degree preferred.
• Strong organizational skills and consistent attention to detail.
• A warm, approachable manner and an interest in helping people work well together.
• Initiative, dependability, and a habit of following through without repeated reminders.
• Clear written and verbal communication.
• The ability to prioritize several requests and keep others informed of progress.
• Discretion when handling confidential employee, company, and client information.
• Proficiency with Microsoft Outlook, Word, and Excel; familiarity with Teams, SharePoint, and Word’s Track Changes is preferred.
• Experience in HR coordination, office administration, or administrative support preferred.

Responsibilities

• Build positive working relationships across in-office and remote teams.
• Be an approachable point of contact for everyday questions, requests, and coordination.
• Connect people with the right colleague or resource, communicate next steps, and follow up until requests are resolved.
• Step in with practical help when teammates need assistance with scheduling, documents, filing, or other administrative work.
• Coordinate Friday updates, employee recognition, work anniversaries, team lunches, and other opportunities for people to connect.
• Work with leadership to prioritize requests and keep shared tasks moving toward completion.
• Maintain accurate employee information, personnel files, and internal trackers.
• Track PTO requests, approvals, and balances; maintain employee schedules and shared calendars and flag coverage conflicts for managers.
• Coordinate onboarding and offboarding paperwork and logistics, helping new employees feel welcomed and prepared.
• Assist with job postings, interview scheduling, benefits enrollment logistics, and approved updates for payroll.
• Keep forms, checklists, and internal procedures current and follow up on missing information.
• Help prepare, format, proofread, and update letters, agreements, and internal documents under leadership’s direction.
• Use Track Changes and comparison features to prepare redlines and incorporate edits.
• Maintain organized files, consistent naming, and accurate versions.
• Collect and track forms, signatures, and supporting documents.
• Answer and direct calls, welcome visitors, and coordinate phone-system updates with our service provider.
• Handle supplies, mail, deliveries, meeting arrangements, and routine vendor coordination.
• Keep shared spaces organized and welcoming, notice what needs attention, and take initiative to address it.

Skills

Strong organizational skills

Attention to detail

Communication

Initiative

Microsoft Outlook proficiency

Microsoft Word proficiency

Microsoft Excel proficiency

Microsoft Teams familiarity

SharePoint familiarity

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

SharePoint

Job description

Benefits:

• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Flexible schedule
• Opportunity for advancement
• Paid time off
• Parental leave
• Training & development
• Vision insurance

HR & Office Coordinator

Location: Smithtown, NY | In office, Monday–Friday

Schedule: Full-time, 40 hours per week

Compensation: $42,000–$51,000 annual base salary, depending on experience, plus performance-based bonus eligibility

Employment: W-2 employee; salaried, nonexempt, with overtime paid as applicable

About CXG

CXG is a professional services firm supporting financial services companies nationwide with regulatory, compliance, and operational services.

We are looking for a friendly, highly organized person who enjoys bringing people together, helping colleagues, and getting things done.

The Role

Our HR & Office Coordinator will be the day-to-day glue that helps our team stay connected and organized. You will be an approachable presence in our Smithtown office, a helpful resource for colleagues working remotely, and a dependable support partner to leadership.

We want someone who enjoys being involved: welcoming a new employee, helping a busy colleague finish a task, coordinating schedules, organizing documents, or following up so an outstanding request gets resolved.

Alongside that team focus, you will help manage HR systems, track PTO, maintain employee records, prepare documents, and keep the office running smoothly.

Organization and follow-through are essential. The right person takes pride in helping others, keeps track of the details, and sees tasks through to completion.

What You’ll Do

Connect and Support the Team

• Build positive working relationships across our in-office and remote teams and help colleagues feel included and informed.
• Be an approachable point of contact for everyday questions, requests, and coordination.
• Connect people with the right colleague or resource, communicate next steps, and follow up until requests are resolved.
• Step in with practical help when teammates need assistance with scheduling, documents, filing, or other administrative work.
• Coordinate Friday updates, employee recognition, work anniversaries, team lunches, and other opportunities for people to connect.
• Work with leadership to prioritize requests and keep shared tasks moving toward completion.

Coordinate HR and Internal Systems

• Maintain accurate employee information, personnel files, and internal trackers.
• Track PTO requests, approvals, and balances; maintain employee schedules and shared calendars and flag coverage conflicts for managers.
• Coordinate onboarding and offboarding paperwork and logistics, helping new employees feel welcomed and prepared.
• Assist with job postings, interview scheduling, benefits enrollment logistics, and approved updates for payroll.
• Keep forms, checklists, and internal procedures current and follow up on missing information.

Prepare Documents and Keep Things Organized

• Help prepare, format, proofread, and update letters, agreements, and internal documents under leadership’s direction.
• Use Microsoft Word’s Track Changes and comparison features to prepare redlines and incorporate requested edits.
• Maintain organized paper and electronic files, consistent document naming, and accurate versions.
• Collect and track forms, signatures, and supporting documents.

Keep the Office Running Smoothly

• Answer and direct calls, welcome visitors, and coordinate phone-system updates with our service provider.
• Handle supplies, mail, deliveries, meeting arrangements, and routine vendor coordination.
• Keep shared spaces organized and welcoming, notice what needs attention, and take initiative to address it.

What We’re Looking For

• Completed associate’s degree required; bachelor’s degree preferred.
• Strong organizational skills and consistent attention to detail.
• A warm, approachable manner and an interest in helping people work well together.
• Initiative, dependability, and a habit of following through without repeated reminders.
• Clear written and verbal communication.
• The ability to prioritize several requests and keep others informed of progress.
• Discretion when handling confidential employee, company, and client information.
• Proficiency with Microsoft Outlook, Word, and Excel; familiarity with Teams, SharePoint, and Word’s Track Changes is preferred.
• Experience in HR coordination, office administration, or administrative support preferred.

We will provide training on CXG’s systems and procedures. Prior financial services experience is not required.

Benefits & Perks

• Performance-based bonus eligibility
• 401(k) with company matching
• Paid time off and paid company holidays
• Paid parental leave
• Dental and vision insurance
• Training and opportunities to develop within the role

Why Join CXG?

This is an opportunity to become a valued, consistent part of our team and make a visible difference in how the office works and feels each day. If you enjoy being involved, building relationships, keeping things organized, and helping others succeed, we would like to hear from you.