HR & Office Coordinator

american-coatings-association; Washington; On-site; USD 65,000 - 75,000; Full time

Job summary

The American Coatings Association (ACA) is seeking an HR and Office Operations professional to blend people-focused HR work with operational duties that keep our DC headquarters running smoothly.

This onsite role covers recruitment, onboarding, benefits, payroll, HRIS administration, facilities management, vendor relations, and staff engagement, with potential transition to a more flexible schedule after the introductory period.

Qualifications

• 3+ years of experience in HR administration & office management or related operational role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Experience supporting recruiting, HR compliance, or payroll processes.
• Ability to manage multiple priorities with attention to detail.
• Strong customer-service mindset.

Responsibilities

• Coordinate recruitment activities including posting positions, screening candidates, conducting reference checks, and preparing offer letters.
• Coordinate staff onboarding and offboarding processes.
• Maintain employee personnel files and HR documentation.
• Maintain ACA’s job description repository.
• Administer employee benefits and assist with benefits inquiries.
• Ensure compliance with federal, state, and local employment regulations, including required staff notices and paid leave requirements.
• Manage COBRA administration and respond to employee HR requests.
• Enter payroll data and review employee timesheets for accuracy.
• Prepare payroll documentation and notes.
• Support administration of ACA’s HRIS including reporting for Finance and management of FSA accounts.
• Coordinate wellness reimbursement program administration.
• Assist with HR training programs and staff engagement initiatives.
• Support annual HR initiatives such as benefits renewals and HR system updates.
• Manage office facilities including maintenance, repairs, and coordination with building management.
• Support ACA team with administrative tasks as needed.
• Serve as ACA’s liaison with property management.
• Manage office vendors, service contracts, and related invoicing.
• Oversee daily office services including mail, shipping, organization, meeting logistics, and visitor coordination.
• Manage office supply inventory and purchasing.
• Oversee staff business cards, key fobs, and office access needs.
• Manage the office services budget.
• Assist with internal meetings, events, and staff gatherings.
• Manage ACA’s office hoteling system.
• Respond to staff requests related to office operations.
• Other duties as assigned.

Skills

HR administration

Office management

Recruiting support

Payroll processes

Compliance knowledge

Communication

Time management

Customer service

Tools

Microsoft Office Suite

HRIS (TriNet)

Payroll systems

Box

SmartSheet

BreezyHR

Job description

This role is ideal for someone who enjoys balancing people-focused HR work with operational responsibilities that help an organization run effectively. The position supports employee lifecycle activities, HR systems and compliance, and oversees key office services that support ACA staff.

The ideal candidate is detail-oriented, proactive, technically comfortable, and enjoys solving problems while supporting colleagues across the organization.

This role is onsite Monday - Friday at our DC office headquarters. Upon successful completion of 180-day introductory period, eligible employees may transition to a Monday-Thursday in-office schedule.

Responsibilities

Human Resources

• Coordinate recruitment activities including posting positions, screening candidates, conducting reference checks, and preparing offer letters
• Coordinate staff onboarding and offboarding processes
• Maintain employee personnel files and HR documentation
• Maintain ACA’s job description repository
• Administer employee benefits and assist with benefits inquiries
• Ensure compliance with federal, state, and local employment regulations, including required staff notices and paid leave requirements
• Manage COBRA administration and respond to employee HR requests
• Enter payroll data and review employee timesheets for accuracy
• Prepare payroll documentation and notes
• Support administration of ACA’s HRIS including reporting for Finance and management of FSA accounts
• Coordinate wellness reimbursement program administration
• Assist with HR training programs and staff engagement initiatives
• Support annual HR initiatives such as benefits renewals and HR system updates

Office Operations

• Manage office facilities including maintenance, repairs, and coordination with building management
• Support ACA team with a range of administrative tasks, as needed
• Serve as ACA’s liaison with property management
• Manage office vendors, service contracts, and related invoicing
• Oversee daily office services including mail, shipping, office organization, meeting logistics, and visitor coordination
• Manage office supply inventory and purchasing
• Oversee staff business cards, key fobs, and office access needs
• Manage the office services budget
• Assist with internal meetings, events, and staff gatherings
• Manage ACA’s office hoteling system
• Respond to staff requests related to office operations
• Other duties as assigned

Qualifications

Required Experience

• 3+ years of experience in HR administration & office management, or a related operational role
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Experience supporting recruiting, HR compliance, or payroll processes
• Ability to manage multiple priorities with attention to detail
• Strong customer-service mindset

Preferred Technical Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Forms)
• HRIS systems (TriNet preferred)
• Payroll systems
• Box
• Project tracking systems (ex. SmartSheet)
• Applicant Tracking Systems (BreezyHR or similar)

Salary & Benefits

Salary Range: $65,000 – $75,000 annually, commensurate with experience.

ACA offers a comprehensive benefits package including medical, dental, and vision insurance, a 401(k) retirement plan with employer contribution, generous paid time off and holidays, transit benefits, a wellness reimbursement program, and professional development opportunities. ACA encourages and supports HR professionals in obtaining or renewing their SHRM-CP certification within their first 18 months in role.