Office and HR Coordinator

Harvard Maintenance, Inc•Detroit, MI

3d•Onsite

About The Position

We are seeking a highly organized and people-focused Office Coordinator / Recruiting & HR Administrator to support our local leadership team and workforce operations. This role serves as the face of our office, providing administrative support, employee relations assistance, and front-desk coordination while dedicating approximately 50% of the role to full-cycle recruiting and HR support. The ideal candidate is a proactive professional who thrives in a fast-paced environment, enjoys building relationships, and can effectively manage multiple priorities. This position partners closely with operational leadership, the Regional HR Generalist and the Recruiting Manager to support staffing, onboarding, employee administration, and workforce initiatives.

Requirements

2+ years of administrative, recruiting, HR, or office coordination experience preferred.
Experience with high-volume recruiting or staffing environments strongly preferred.
Knowledge of onboarding, background checks, I-9/E-Verify processes, and employment documentation preferred.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
Strong organizational, communication, and multitasking skills.
Ability to handle confidential information with professionalism and discretion.

Nice To Haves

Experience working in a union environment is a plus.
Experience with applicant tracking systems (ATS) and HRIS platforms preferred, iCIMS highly preferred.

Responsibilities

Serve as the primary point of contact for visitors, employees, and vendors entering the office.
Manage front desk reception duties, including greeting guests, answering phones, and directing inquiries.
Provide administrative support to office and operational leadership teams.
Maintain office supplies, files, records, and general office organization.
Assist with scheduling meetings, preparing documents, and coordinating office communications.
Support employee inquiries and route requests to the appropriate department or leader.
Manage full-cycle recruiting for hourly positions including General Cleaners, Supervisors, Leads, and other frontline operations roles.
Source candidates through job boards, social media, community partnerships, referrals, networking, and local outreach efforts.
Conduct candidate screening calls and coordinate follow-up interviews with hiring managers.
Facilitate hiring events, job fairs, open houses, and local networking activities to build talent pipelines.
Maintain candidate pipeline using an Applicant Tracking System (ATS) iCIMS and Winteam.
Coordinate pre-employment processes including background checks, employment verification, and onboarding requirements.
Complete E-Verify submissions and ensure compliance with hiring regulations.
Build relationships within the local community to support ongoing recruitment efforts.
Assist with onboarding and new hire orientation processes.
Assist employees with HR-related questions and direct concerns to appropriate HR partners.
Support compliance with company policies, procedures, and employment regulations.
Maintain and update PTO and vacation tracking calendars for union employees.
Assist with union-related administrative documentation and reporting.
Support adherence to collective bargaining agreement requirements as assigned.