HR & Office Operations Coordinator — Onsite in DC

American Coatings Association; Washington (District of Columbia); On-site; USD 65,000 - 75,000; Full time

Job summary

American Coatings Association seeks an HR & Office Operations Specialist to blend people-focused HR work with hands-on operational duties at our DC headquarters. The role covers recruitment, onboarding, payroll data, benefits, and compliance, while also overseeing facilities, vendors, and office services.

The ideal candidate is detail-oriented, proactive, technically comfortable, and enjoys solving problems to support ACA staff and operations.

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 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

Skills

Organizational skills

Time-management

Written and verbal communication

Customer-service mindset

Multitasking and prioritization

Tools

Microsoft Office Suite

HRIS (TriNet)

Payroll systems

Box

SmartSheet

BreezyHR or similar ATS

Job description

American Coatings Association seeks an HR & Office Operations Specialist to blend people-focused HR work with hands-on operational duties at our DC headquarters. The role covers recruitment, onboarding, payroll data, benefits, and compliance, while also overseeing facilities, vendors, and office services.

The ideal candidate is detail-oriented, proactive, technically comfortable, and enjoys solving problems to support ACA staff and operations.