Office & People Operations Coordinator

Office & People Operations Coordinator 

Chicago, IL (Loop) | Full-Time, Hourly | On-Site 

Department: Operations / HR
Reports to: CEO / COO
FLSA Status: Non-Exempt (Hourly)
Travel: Minimal (<5%)

 

Position Summary 

We are a growing healthcare services company seeking a versatile, self-directed Office & People Operations Coordinator to serve as the sole on-site administrative professional at our Chicago Loop headquarters. This is a high-impact generalist role for someone who thrives wearing multiple hats — from HR administration and compliance support to social media content, event coordination, and day-to-day office management. 

You will be the operational backbone of a lean US-based team, partnering closely with leadership, global HR, and finance functions. The ideal candidate is organized, resourceful, comfortable with ambiguity, and energized by variety. 

Core Responsibilities 

Human Resources & Compliance 

• Serve as the US HR generalist point of contact for employee inquiries, onboarding, offboarding, and benefits administration. 

• Process and track PTO requests, leave approvals, and attendance records for US-based employees. 

• Respond to and coordinate IDES (Illinois Department of Employment Security) notices, Secretary of State filings, and other regulatory correspondence with Finance, Global HR, and company leadership. 

• Maintain and file diversity and women-owned business certifications (WBENC, SBA, state/local programs). 

• Support I-9 verification, personnel file maintenance, and HR policy documentation. 

• Coordinate with global HR teams on cross-functional compliance and employee relations matters. 

Office Administration & Facilities 

• Manage day-to-day office operations: supplies, equipment, mail, vendor relationships, and building management liaison. 

• Track and reconcile US employee expense reports; coordinate with Finance for timely processing. 

• Maintain office space, conference rooms, and shared resources in presentable, functional condition. 

• Serve as IT equipment coordinator for US staff — laptop provisioning, returns, and basic troubleshooting escalation. 

• Manage incoming/outgoing correspondence and act as the primary point of contact for visitors and deliveries. 

Marketing & Social Media Support 

• Create and schedule social media posts across company channels (LinkedIn, Facebook, X/Twitter, etc.) aligned with brand guidelines. 

• Coordinate with the marketing team and external agencies on content calendars and local campaign execution. 

• Capture photos/video at events and create light content for social channels. 

Events & Community Engagement 

• Plan, coordinate, and execute local company events: team gatherings, client dinners, holiday celebrations, and office milestones. 

• Organize participation in local industry organizations (e.g., MGMA, local healthcare associations) including memberships, event registrations, and sponsorship logistics. 

• Coordinate community engagement activities and local networking events to raise company visibility. 

Recruitment Support 

• Schedule interviews, coordinate candidate communications, and support hiring managers through the recruitment process. 

• Assist with US-specific onboarding logistics: welcome kits, workspace setup, and first-day coordination. 

Executive & Travel Support 

• Arrange domestic and international travel for leadership and visiting team members (flights, hotels, ground transportation). 

• Make restaurant reservations, coordinate meeting logistics, and manage executive calendars as needed. 

• Support preparation for board meetings, investor visits, and client-facing events. 

General Operations & Catch-All 

• Maintain and renew state/local business registrations, licenses, and corporate filings. 

• Serve as the “boots on the ground” liaison for global teams needing local US execution (notarizations, bank visits, physical document handling). 

• Support light bookkeeping tasks: invoice tracking, vendor payment follow-ups, petty cash management. 

• Act as emergency/BCP point of contact for the US office. 

• Take on ad hoc projects and operational tasks as the business evolves — this role will grow with the company. 

Qualifications 

Required 

• 2–5 years of experience in office administration, HR coordination, or operations generalist roles. 

• Working knowledge of US employment law basics, benefits administration, and HR compliance (IDES, FMLA, ADA, I-9). 

• Strong organizational skills with the ability to juggle competing priorities independently. 

• Proficiency in Microsoft Office 365, Google Workspace, and comfort learning new tools quickly. 

• Excellent written and verbal communication — you will draft social posts, compliance responses, and internal communications. 

• Discretion in handling confidential employee and business information. 

• Bachelor’s degree or equivalent professional experience. 

Preferred 

• Experience in healthcare services, or professional services environments. 

• Familiarity with social media management tools (Linkedin, Instagram, TikTok). 

• Experience coordinating with offshore/global teams across time zones. 

• HR certification (PHR, SHRM-CP) or interest in pursuing one. 

• Exposure to ATS platforms (JazzHR, Greenhouse, or similar). 

• Experience with diversity certification filings (WBENC, SBA 8(a), MBE/WBE). 

What We Offer 

• Competitive hourly compensation commensurate with experience. 

• Health, dental, and vision insurance. 

• Paid time off and company holidays. 

• Professional development support including HR certification sponsorship. 

• A collaborative, entrepreneurial culture where your contributions are visible and valued. 

• Office in the heart of Chicago’s Loop with easy transit access. 

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