HR Assitant/ Office Coordinator

Intelligent Fire Systems & Solutions•N/A, CA

About The Position

Intelligent Fire Systems & Solutions (IFSS) is a fire-life safety construction and service company founded in 2014 with a clear and unwavering purpose: to protect lives, property, and peace of mind. Built on decades of industry expertise, IFSS delivers fire alarm, very early warning, and life-safety solutions with precision, care, and an uncompromising commitment to doing the work the right way every time. At IFSS, life safety is more than a trade; it is a responsibility we take personally. That responsibility shapes how we design, install, inspect, maintain, and service critical systems, and it defines how we show up for our clients and for one another. Our work is grounded in quality craftsmanship, integrity in action, accountability, reliability, and a relentless pursuit of excellence, with safety and trust at the center of every decision. From initial design through long-term service and code compliance support, we take a thoughtful, personalized approach because protecting people and assets requires more than technical skill; it requires care, follow-through, and pride in the outcome. Our mission is simple and non-negotiable: to passionately protect lives and assets by delivering exceptional experiences every time. When you join IFSS, you become part of a team that values collaboration, professionalism, and purpose and that takes pride in protecting what matters most. Fire, Life, & Your Safety. Always. Position Summary The Human Resources Assistant / Office Coordinator supports HR operations and assigned office/facility coordination by executing administrative and compliance-related tasks with a high degree of accuracy, urgency, and professionalism. This role is responsible for maintaining data integrity in HR systems, coordinating onboarding workflows, supporting benefits administration activities, and completing recurring audits and projects by deadline. The position also serves as the point of contact for day-to-day office coordination for one assigned building, ensuring a professional, safe, and organized workplace environment. This role requires strong attention to detail, the ability to follow established SOPs and templates, consistent follow-up, and clear written communication. The HR Assistant must be reliable with confidential information, prioritize effectively in a fast-paced environment, and escalate issues promptly to avoid delays, errors, or compliance risk.

Requirements

1–2 years of experience in HR administration, office administration, or related support role preferred.
Familiarity with HRIS systems (e.g., BambooHR, ADP, Paycom) and proficiency in pulling/formatting reports.
Strong organizational skills and ability to manage multiple priorities across HR and office functions.
High attention to detail with excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Detail-Oriented: Ensures accuracy in audits and data entry.
Accountable and Reliable: Owns tasks end-to-end; meets deadlines; escalates risks early.
Organized: Manages multiple administrative and office responsibilities efficiently.
Proactive: Anticipates needs, follows up consistently, and ensures tasks are completed on time.
Confidentiality: Maintains a high level of discretion when handling sensitive employee or company information.
Team-Oriented: Works collaboratively with HR, employees, and facility vendors.
Standard office environment; may require occasional lifting/moving of office supplies/materials (up to 25 lbs).
Frequent computer/phone use; prolonged sitting; occasional walking within building for office coordination tasks.

Responsibilities

Maintain accurate employee data in the HRIS (e.g., job changes, reporting structure, personal data updates, document tracking) in accordance with HR standards and internal processes.
Conduct scheduled audits of employee records to ensure completeness, accuracy, and compliance (e.g., acknowledgments, licenses/certifications, training completion, required forms).
Reconcile HRIS data against source documentation; identify discrepancies quickly, document findings, and escalate issues to the HR Manager with a proposed resolution.
Generate HRIS reports (headcount, turnover, training status, PTO balances, compliance trackers, etc.) and ensure reports are formatted, validated, and delivered by deadline.
Maintain organized, audit-ready digital filing practices (consistent naming conventions, correct folder placement, version control, and retention practices as directed).
Coordinate new hire onboarding tasks in alignment with HR’s onboarding SOP and timelines (including checklists, system assignments, and document completion tracking).
Track onboarding documentation completion and follow up with new hires and internal partners to ensure completion by required due dates.
Prepare new hire materials (welcome communications, policies, required trainings, and onboarding instructions) using approved templates and ensuring accuracy before distribution.
Coordinate with internal stakeholders to confirm new hire readiness (workstation access, badges/keys if applicable, orientation scheduling, training assignments).
Support I-9 workflow coordination per HR instruction (including document collection coordination and status tracking), escalating immediately if documents are missing or time-sensitive.
Support benefits onboarding coordination by collecting and organizing eligibility details, ensuring accurate data is transmitted to the correct internal contact/vendor using the approved process.
Maintain accurate benefits-related documentation and tracking logs as assigned, ensuring data matches source documentation and effective dates are correct.
Route benefits questions appropriately and timely, using the Benefits SOP and approved escalation path (HR Manager, broker, carrier, or payroll liaison as directed).
Maintain professional, accurate communications with internal partners and external vendors to prevent enrollment delays and rework.
Draft and send HR communications (internal emails, follow-ups, requests to employees/managers/vendors) using approved templates and with careful proofreading for clarity, accuracy, tone, and completeness.
Maintain and routinely update the company phone directory, contact lists, and related office rosters with accuracy and version control.
Support HR projects and compliance initiatives (policy acknowledgments, document rollouts, training reminders, record audits) and track progress to completion.
Maintain confidentiality and discretion at all times when handling employee information, investigations, claims, discipline documentation, and HR communications.
Serve as the primary point of contact for day-to-day office coordination at the assigned building, ensuring a professional and organized environment.
Coordinate office supply inventory and ordering; manage vendor contacts for maintenance/cleaning/services; submit and track facility requests through completion.
Support mail handling as assigned (distribution, scanning, filing, routing time-sensitive notices to the appropriate department contact).
Coordinate visitor management and building access procedures as directed.
Support on-site logistics for orientations, trainings, and employee meetings (room readiness, materials, scheduling support)