Human Resources & Administrative Coordinator

Ludia Consulting•Chicago, IL

1d•Remote

About The Position

The Human Resources & Administrative Coordinator plays a vital role in supporting the daily operations of the Human Resources, Administration, and Operations teams. This position offers an excellent opportunity for professional growth within a dynamic, cross-functional environment. Reporting to the Director of People and Operations and working closely with the Chief Financial Officer, this role supports key organizational initiatives, maintains operational efficiency, and enhances employee experience. Our ideal candidate is detail-oriented, proactive, and thrives in a collaborative setting where hands-on involvement and multitasking are essential.

Requirements

Experience: 3 – 5 years in Human Resources, administration, or operations; prior experience in a similar cross-functional role preferred.
Extra proficiency with Microsoft Excel is required.
Communication: Strong written and verbal communication skills with the ability to interact effectively across all levels of the organization.
Organization: Exceptional attention to detail, time management, and ability to manage multiple tasks simultaneously.
Adaptability: Ability to work independently and in a team environment while adapting to shifting priorities and business needs.

Nice To Haves

Technical Skills: Familiarity with HR tools such as Greenhouse (ATS) and Lattice (performance management system) is a plus.

Responsibilities

Recruitment Assistance: Maintain and update job descriptions across internal and external platforms to ensure accuracy and consistency with company standards. Review active applicant pools, assist with candidate communication, and coordinate interview scheduling with hiring managers.
Onboarding Coordination: Support new hire onboarding by ensuring all systems, equipment, and accounts are ready for Day 1. Facilitate orientation logistics and assist in the creation of onboarding materials.
System Maintenance: Maintain employee data within HR systems to ensure compliance and accuracy. Support audits and updates related to employee records, benefits, and organizational structure.
Partner with senior leadership to plan, execute, and track company-sponsored community and non-profit initiatives.
Coordinate volunteer events, donation drives, and related internal communications to encourage employee participation.
Manage company laptops and IT program coordination, including tracking, deployment, and maintenance requests.
Schedule and coordinate logistics for company-wide meetings, including business updates, town hall sessions, and leadership events.
Support internal communication efforts by assisting with company announcements and event invitations.
Review, process, and approve company expenses in accordance with established travel and expense policies.
Collaborate with employees and managers to resolve discrepancies or clarify expense report issues.
Manage sales and use tax programs.
Assist in monthly management reporting.
Support sales commissions plan administration and reporting.
Support various operations-related initiatives, including vendor coordination, budget tracking, and process improvement projects.
Maintain confidentiality and accuracy in all operational data handling.
Collaborate with HR and cross-departmental leaders on special projects and initiatives designed to improve organizational performance and employee experience.
Take ownership of assigned projects, ensuring timely completion and adherence to company goals and policies.
Provide flexible support where needed to ensure smooth operations across departments.