Office Admin and Onsite Coordinator

CloudLabs Inc; New Jersey; Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Remote work option

Competitive pay

Medical insurance benefits

Industry-leading training

Job summary

CloudLabs Inc in New Jersey seeks an Office Admin & Onsite Coordinator to support the NJ office operations, HR coordination, IT liaison, and document management.

You will act as the first point of contact for employees and visitors, manage records with discretion, and assist with payroll inputs and compliance tasks. Remote work opportunities may be available.

Qualifications

• Minimum 1–3 years of experience in office management or human resources.
• Degree in Business Admin, HR, or related field required.
• Proficiency in Microsoft Office (Word, Excel).
• Sensitive data handling with strict confidentiality.

Responsibilities

• Serve as onsite NJ office point of contact for employees, visitors, vendors, and deliveries.
• Support HR coordination: onboarding, policy acknowledgments, records, and payroll inputs.
• Coordinate with IT for workstation readiness and tech support escalation.
• Support legal/administrative docs: filing, contract tracking, and compliance tasks.

Skills

Office coordination

HR coordination

Microsoft Office

Discretion with sensitive data

Organization & filing

Team player & ethics

Communication skills

Time management

Education

Associate's or Bachelor's in Business Admin / HR

Tools

Microsoft Excel

MS Office suite

Job description

CloudLabs Inc was founded in 2014 with the mission to provide exceptional IT & Business consulting services at a competitive price, to help clients realize the best value from their investments. Within a short span, CloudLabs evolved from pure-play consulting into a transformative partner for Business Acceleration Advisory, Transformative Application Development & Managed Services - enabling digital transformations, M&A transitions, Automation & Process-driven optimizations & complex Integration initiatives for enterprises across the globe. As a Strategic Planning & Implementation Partner for global companies, CloudLabs has seen a 200% uptake in winning high-value, high-impact and high-risk projects that are critical for the business.

With offices in the US, Canada, & India and with the team of 250+ experienced specialists, CloudLabs is now at an inflection point and ready for its next curve of progress.

What we offer

• We welcome candidates rejoining the workforce after career break/parental leave and support their journey to reacclimatize too corporate.
• Competitive pay package.
• Attractive policy, medical insurance benefits, industry leading training.
• Opportunity to work remotely is available.

Experience Required

Minimum of 1–3 years of experience i in office management or human resources.

Industry Preference

IT Services, IT Consulting, Consulting.

Job Location

Onsite- New Jersey US

Joining Requirement

Preferable Immediate Joiners or maximum 2 weeks.

Skills Required

• Associate's or Bachelor’s degree in Business Administration, Human Resources, or a related field (or equivalent work experience).
• Minimum of 1–3 years of experience i in office management or human resources not above 5 years overall experience.
• Proficiency in Microsoft Office (Word, Excel),
• High discretion with sensitive data, and basic knowledge of employment laws.
• Strong Organization skills, Needs to Detail-oriented and efficient in managing documentation and filing systems.
• Team player and Positive attitude with high ethical standards & a strong commitment to maintaining confidentiality.
• Good analytical, negotiation, and communication skills.
• Good time management skills and flexibility to collaborate across US and other international time zones.
• HR Point of Contact: Act as the first point of contact for US employees for routine HR-related queries and activities, coordinating with HR teams across regions and ensuring timely follow-up, resolution, or escalation as required.
• Employee Engagement: Support and coordinate employee engagement initiatives for US employees, including events, celebrations, recognition programs, employee connects, communications, logistics, and activities aimed at enhancing the overall employee experience.

Role Overview

The Office Admin and Onsite Coordinator will support the smooth day-to-day functioning of the CloudLabs NJ USA Office as well as coordinate with HR, IT and Legal teams globally. This will involve managing employee welfare initiatives and other support, vendor follow-up, documentation, and operational requests across HR, IT, Legal, and general administrative functions. This role serves as an onsite point of contact for employees, visitors, vendors, and internal teams, ensuring timely coordination, accurate recordkeeping, and reliable follow-through on office, people, technology, compliance, and administrative tasks.

Key Duties and Responsibilities

Office Administration and Onsite Coordination

• Serve as the onsite point of contact for the NJ office, supporting employees, visitors, vendors, deliveries, office access, meeting rooms, supplies, and day-to-day office readiness.
• Coordinate with building management, vendors, service providers, and internal stakeholders for office maintenance, and facility-related needs.
• Maintain office calendars, contact lists, inventory trackers, administrative files, office records, and process documentation.

Human Resources Support

• Support HR coordination activities including interview scheduling, onboarding logistics, orientation paperwork, employee documentation, policy acknowledgments, and employee request follow-up.
• Maintain HR trackers, employee files, PTO or attendance records, training records, and other confidential employee information with discretion.
• Coordinate with HR, Finance, and employees on payroll inputs, benefit-related information, forms, compliance reminders, and administrative follow-ups.

IT Coordination Support

• Coordinate with IT and network administration teams for laptop readiness, workstation setup, equipment allocation, access requests, IT asset tracking, and timely closure of basic technology-support requests.
• Assist with conference-room technology, printers, office devices, internet or access concerns, and escalation of issues to the appropriate IT support contacts.

Legal, Compliance, and Administrative Documentation

• Assist Legal and administrative teams with document collection, contract filing, signature coordination, vendor forms, policy tracking, template updates, and follow-up on pending items.
• Maintain trackers for contracts, renewals, SOWs, work orders, insurance documents, immigration-related records, compliance documentation, and other business records as assigned.
• Coordinate with external legal professionals, accountants, vendors, consultants, and internal departments to collect information, route documents, and support timely completion of assigned administrative actions.