Administrative and HR Support Coordinator

Vibram Corporation•North Brookfield, MA

About The Position

The Administrative and HR Support Coordinator provides administrative, human resources, event-planning, and office-operations support to help ensure the smooth functioning of the workplace. The role supports travel coordination, expense reporting, employee communications, special events, office projects, and general administrative tasks, working collaboratively with Human Resources, office leadership, internal committees, local vendors, and other departments. Responsibilities include arranging business travel and preparing expense reports; coordinating meals and events; supporting employee-engagement initiatives and communications; creating visual materials and announcements; assisting with office facilities, supplies, projects, and records; and supporting HR documentation and special projects. The successful candidate is organized, resourceful, detail-oriented, adaptable, and service-oriented, with the initiative and collaboration skills to balance routine administrative work with evolving business needs.

Requirements

Strong organizational and time-management skills, with the ability to manage multiple tasks and deadlines.
Excellent written and verbal communication skills.
Proficiency with Canva, Microsoft Office, and other administrative software.
Strong attention to detail and commitment to accuracy.
Ability to coordinate events, vendors, travel arrangements, and office projects effectively.
Strong interpersonal skills and ability to collaborate across departments.
Ability to handle confidential information with professionalism and discretion.
Proactive, flexible, and service-oriented approach to administrative support.

Nice To Haves

Experience with Paylocity.

Responsibilities

Coordinate business travel arrangements, including flights, hotels, ground transportation, and related logistics.
Prepare, organize, and submit expense reports for business travel and other approved office-related expenses.
Coordinate after-hours lunch and dinner arrangements, including scheduling, ordering, and logistics.
Partner with local vendors to support community events and employee-engagement initiatives.
Assist with planning and coordinating committee events, including logistics, scheduling, materials, and execution.
Provide administrative and kitchen support for special events, including food arrangements, setup, coordination, and cleanup.
Create flyers and promotional materials for special events and cafeteria activities.
Maintain and update the Global Exchange Board to support employee communication, awareness, and engagement.
Create and publish employee-facing announcements and visual communications using Canva.
Prepare and coordinate current, accurate, and engaging content for office television displays.
Assist with drafting, preparing, and distributing employee announcements through Paylocity.
Develop and maintain flyers, signage, and other communication materials for workplace events and initiatives.
Coordinate orders for supplies, materials, and other needs related to office renovation projects.
Assist with office improvement projects, workplace organization, and general office projects.
Coordinate business card orders and assist employees with related requests.
Scan, organize, and maintain documents for recordkeeping and administrative processes.
Provide general administrative support to maintain an organized, efficient, and welcoming office environment.
Assist with developing, coordinating, and completing job descriptions and related documentation.
Support administrative HR projects, including document preparation, data organization, communications, and project coordination.
Assist with additional HR initiatives and administrative projects as assigned.
Collaborate with the HR team and other departments to support business needs and improve administrative processes.