HR and Office Operations Coordinator

HR and Office Operations Coordinator

Status: Full-time, Hourly

Reports to: President

Functional HR Partner: Vida HR (Fractional HR Business Partner)

Internal Partners: Finance Team (Payroll), Agency Leadership Team

The role, in brief: 

The HR & Office Operations Coordinator serves as the internal hub for day-to-day HR operations and employee experience, with primary ownership of BambooHR administration, employee record management, and HR process coordination. In partnership with Vida HR (fractional HR leadership), this role ensures HR programs are executed consistently and confidentially, while also supporting office operations and workplace logistics that keep the agency running smoothly. 

HR Support Model

The agency partners with Vida HR to provide senior-level HR guidance, employee relations support, compliance oversight, and manager coaching. Employees may contact Vida HR directly for confidential or complex HR matters. The HR & Office Operations Coordinator supports operational follow-through and coordination to ensure a seamless employee experience.

Responsibilities Include: 

HR Operations & BambooHR Administration (Primary)

1. HR Operations & BambooHR Administration (Primary Responsibilities)

Serve as the internal point of information for HR processes and BambooHR navigation (what forms, what steps, where to find information), while routing judgment-based questions to Vida HR.

Serve as the primary administrator and point of accountability for BambooHR

Maintain employee records and ensure accuracy (titles, compensation history, job changes, documentation, org charts)

Manage HR workflows in BambooHR (onboarding/offboarding, acknowledgements, performance cycles, time-off workflows)

Run standard reports and dashboards (headcount, anniversaries, PTO, compliance acknowledgements) for executive leadership and VidaHR.

Provide employee support on HR process questions (“how do I…”) and route confidential matters appropriately

Own BambooHR workflows and data integrity (audits, reporting cadence, consistency of records).

Manage employee self-service support and ensure HR process documentation lives in BambooHR.

2. Payroll Partnership (Finance-Owned)

Submit employee status, benefits, and time-off changes to Finance

Ensure timely and accurate payroll inputs

Assist employees with payroll process questions

Escalate payroll discrepancies to Finance

This role does not run or reconcile payroll.

HR Program Coordination (in partnership with Vida HR)

1. HR Operations & Employee Lifecycle

Coordinate onboarding logistics, including paperwork, systems access, orientation scheduling, and first-week readiness

Ensure I-9 completion and E-Verify submission within required timelines; escalate any exceptions to Vida HR

Coordinate offboarding logistics, including equipment return, access removal, and exit interview scheduling

Maintain accurate employee records in BambooHR, including documentation, acknowledgments, and employee changes

Support performance management cycle logistics (tracking, reminders, document distribution)

Process BambooHR reimbursements

Ensure all HR documentation and checklists are completed accurately and on time

2. Benefits Administration (Coordination Role)

Process employee life-event changes by collecting documentation, submitting updates through carriers/brokers, and confirming completion

Maintain benefits documentation, deadlines, and enrollment materials

Coordinate benefits communications, open enrollment logistics, and employee completion tracking

Serve as the administrative point of contact for routine benefits requests

Communicate 401(k) changes to Finance for payroll deductions

Important Boundary: This role does not provide benefits advice, plan recommendations, coverage interpretation, or eligibility determinations. Questions requiring judgment are routed to the benefits broker and/or Vida HR.

3. Leave Administration

Coordinate leave-related paperwork and documentation (FMLA and other leaves)

Track timelines, documentation, and communications

Partner with Vida HR for eligibility interpretation, compliance guidance, and complex situations

4. Recruiting Coordinatio (Coordination Only – Vida HR Owned)

Coordinate interview scheduling and candidate logistics as needed, in partnership with Vida HR and hiring managers.

Support hiring process administration (posting, interview logistics, documentation tracking) as directed by Vida HR.

5. Agency Reputation Management

Coordinate with the agency’s Reputation Management Representative regarding Glassdoor presence and ratings

Track and report Glassdoor score trends and updates to executive leadership and Vida HR

Support timely follow-through on reputation-related action items as directed by leadership or Vida HR

Office Operations & Workplace Experience (Secondary)

1. Office Operations & Front Desk

Serve as the first point of contact for visitors, clients, and employees

Manage front-desk activities, phone calls, mail, deliveries, and meeting coordination

Maintain a clean, organized, and welcoming office environment

Order and manage office, kitchen, and supply inventory

Coordinate vendors, parking passes, and office logistics

Support internal events, meetings, and agency gatherings

Office and front-of-house responsibilities are managed with appropriate prioritization to ensure HR operations and BambooHR deadlines are consistently met.

2. Employee Experience & Cultural Initiatives

Provide administrative and logistical support for agency cultural initiatives and events, including One Agency Day, VJ Gathers, and other employee engagement programming as needed

Coordinate scheduling, communications, supplies, vendor support, and on-site execution to ensure events run smoothly and reflect the agency’s values

Track event timelines and deliverables and partner with internal stakeholders to ensure alignment on roles, expectations, and outcomes

Escalation & Decision Rights

Escalate to Vida HR: employee relations concerns, policy interpretation, leave eligibility, accommodations, disciplinary actions, investigations, compliance matters

Escalate to Finance: payroll discrepancies, deductions issues, wage-related questions

Escalate to Leadership: high-risk employee relations matters, compensation exceptions, termination decisions

This role serves as a point of information for HR processes and systems (BambooHR, time off, onboarding steps, documentation workflows). Employee relations concerns, performance issues, accommodations, compliance interpretation, and confidential HR matters are supported directly by Vida HR and leadership, with this role providing coordination and documentation support as needed.

What Success Looks Like (First 90 Days)

Onboarding and offboarding completed smoothly with no missed steps

HR records and benefits changes maintained accurately and on time

Proactive tracking of deadlines and open items

Employee inquiries acknowledged within one business day

Strong judgment around when to handle vs. escalate

Professionalism, confidentiality, and follow-through demonstrated consistently

BambooHR records and workflows are accurate, clean, and consistently maintained

Employees know how to access HR information and self-serve through BambooHR

Performance review cycles (if applicable) are scheduled and tracked appropriately

Office operations run reliably without disrupting HR priorities

Strong working rhythm established with Vida HR

A consistent planning rhythm and execution process is established for key cultural initiatives (e.g., One Agency Day and VJ Gathers), resulting in smooth logistics and strong employee experience.

Those who succeed in this role have the following qualifications:  

Associate degree preferred and HR certification a plus

2-3 years experience in an HR or administrative role is preferred

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Excellent communication and interpersonal skills.

Strong organizational and multitasking abilities.

Ability to handle sensitive information with confidentiality.

Reliable transportation and ability to travel between Denver and COS office as needed.

HRIS administration experience (BambooHR preferred)

Strong data accuracy / documentation discipline

Comfort managing calendars, workflows, and reporting

Experience coordinating internal events, employee engagement initiatives, or office culture programming; comfortable managing multiple moving pieces with a hospitality mindset.

Agency Values: 

The following characteristics are expected of each employee of the agency regardless of role or responsibility: 

GRIT. Fall seven times, get up eight.

CURIOUS. Follow that hunch with unbridled passion.

PROVOCATIVE. When it comes to moving a piano, never grab the sheet music.

CONFIDENCE. Fake it ‘til you make it. Then fake it some more. (Psst, no one knows. It’s ok.)

UNCOMPROMISING. What you do when no one is watching is really who you are.

UNFORGETTABLE. What about you, your character, your personality - sticks?

UNWAVERING. Projects and initiatives are rarely sprints. Pace yourself. And encourage others who need a pick-me-up along the way.

MYTH-WORTHY. What stories about you will still loom large 20 years from now.

Schedule and Location:

Monday - Friday 8:30am - 5:30pm. Remote work available Fridays. 

This role is based out of our Colorado Springs, CO office. 

Compensation: 

The hourly wage range for this position is $25.00 - $27.00 an hour.

Benefits:

401k + employer match

Medical, Dental, Vision

Life and short-term disability (100% employer paid)

Voluntary long-term disability

EAP

9 paid holidays

PTO, Floating Holiday, Volunteering Day

Education reimbursement

Employee referral program

Employee recognition program where points turn into money!

Vladimir Jones is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, national origin, age, protected veteran status, or disability status. 

Vladimir Jones participates in E-Verify, which is a federal program used to confirm the employment eligibility of all new hires.