Office Coordinator

Addison Group; San Francisco (CA); On-site; USD 50,000 - 75,000; Full time

Job summary

Addison Group in San Francisco is seeking an Office Coordinator to support recruiters, BDMs and legal/compliance processes. You will manage interview rooms, assist with onboarding, I-9s, filings, and daily admin tasks to keep the office running efficiently.

You'll collaborate with the Vertical Administrative Manager and branch managers to implement process improvements, coordinate meetings, and maintain accurate records while upholding confidentiality and timely communication.

Qualifications

• Four-year degree or equivalent.
• Professional oral and written communication skills.
• Organized and detail-oriented.
• Proficient with Microsoft Software.

Responsibilities

• Meet and greet all visitors of the office in a professional manner.
• Answer and transfer inbound calls promptly with short on-hold times.
• Coordinate interview rooms and testing computers to minimize wait times.
• Coordinate conference room calendars for smooth scheduling.
• Assist with inbound/outbound mail and shipments and maintain records.
• Maintain confidential candidate information and Form I-9s where applicable.
• Oversee candidate onboarding processes and compliance tracking.
• Support timecard processes and recruiter's communications.
• Assist with database cleanup to keep profiles current.
• Coordinate cross-training and back-up for admin roles when needed.

Skills

Oral and written communication

Organized and detail-oriented

Education

Four-year degree or equivalent

Tools

Microsoft Office Suite

Job description

The Office Coordinator position plays a crucial role in the success of the internal staff within an office. Without the support of the Office Coordinator, the Recruiters and BDMs are not able to successfully meet with Clients, place Candidates on assignment, or ensure that all necessary legal paperwork is compliant. The successful candidate will understand the time-sensitive nature of the requests they receive, and have the ability to prioritize their day to maximize the effectiveness of the team members that they support. They will provide structure within an office to alleviate any additional workload from the management staff. This role will work closely with the Vertical Administrative Manager as well as Branch Managers within an office to ensure compliance, consistency, and efficiency across all channels.

Responsibilities:

• Meet and greet all visitors of the office in a professional and positive manner
• Answer and transfer inbound calls in a timely manner, ensuring short on-hold times
• Coordinate interview rooms and testing computers to ensure short wait times
• Coordinate conference room calendars to ensure smooth scheduling across multiple groups
• Assist with inbound and outbound mail and shipments
• Verify and complete Form I-9s, when applicable
• Maintain all confidential information for candidates, including Form I-9 documentation
• Type and word-process various documents and electronic information, including fee agreements or contracts, when applicable
• Manage all aspects of the candidate onboarding process and compliance, including initiation, candidate follow-up, and tracking
• Assist with the candidate timecard process including reporting, contacting candidates, and notifying recruiters
• Assist with database clean-up projects to ensure all contact, candidate, and company profiles are current
• Assist with completing unemployment claims
• Cross-train and serve as back-up for other administrative office roles, as needed
• Act as a liaison for the local teams by communicating changes to process and policy updates, as well as facilitating new initiatives driven by corporate departments, such as Marketing, Learning & Development, Finance, HR, Executive Assistants, Facilities, etc.
• Coordinate group meetings; provide support for any necessary detail - scheduling, booking conference rooms, food catering, transportation, materials
• Provide any requested reporting for managers within the office
• Assist with new internal employee desk set up
• Assist with candidate care initiatives, including birthday & anniversary cards and recognition weeks (Payroll Week, Admin Day, etc.)
• Spearhead internal culture projects, especially as directed by the VAM, Marketing, or local leadership team
• Maintain a clean office environment by partnering with housekeeping, taking personal initiative, or developing a plan with the local teams
• Provide consistent communication across the office to update process changes in timely manner
• Spearhead process improvement changes within the whole office or individual teams to gain further efficiencies in workload
• Point of contact for any escalated issues among staff, verticals, or vendors
• Conduct random audits to ensure consistency in our administrative process
• Maintain and order supplies for the office
• Regularly meet with Vertical Administrative Manager and local Branch Managers for any new policies, updates, or changes to any internal process
• Assist with ad hoc projects, as needed

Qualifications and Education Requirements

• Four-year degree or equivalent
• Professional oral and written communication skills
• Organized and detail-oriented
• Proficient with Microsoft Software

Individuals in this position work in a team environment, while being held accountable for meeting goals and deadlines. The Office Coordinator must be results-oriented with a high sense of urgency and ability to work with a variety of personalities. Addison Group will provide you with the necessary training and professional career development you need to succeed in this position.