Office & HR Coordinator

Rennscot MFG • Woburn, MA

2d • $20 - $30 • Onsite

About The Position

As our Office & HR Coordinator, you will be the operational heartbeat of our team. This is a highly visible, hands-on role that touches nearly every part of the business — from keeping shared spaces stocked and welcoming, to coordinating events and travel, to supporting our HR and sales operations with precision and care. You will wear many hats, and you will thrive doing it. This role is a great fit for someone who takes pride in creating a warm, professional environment, moves quickly without sacrificing accuracy, and genuinely enjoys being the person others can count on.

Requirements

• High school diploma with at least 2 years of experience in office administration, operations coordination, executive/administrative support, or a related role.
• Demonstrated experience coordinating logistics for meetings, events, travel, or on-site visits, including vendor and catering coordination.
• Experience supporting onboarding or HR administrative processes — such as sending new hire communications, scheduling orientations, or maintaining employee files.
• Experience providing direct administrative or calendar support to managers or senior leaders.
• Experience handling confidential documents — HR records, NDAs, vendor contracts, or similar materials.
• Experience with data entry in business systems (CRM, ERP, or similar).
• Exceptionally organized — you manage multiple concurrent priorities, meet deadlines, and maintain accuracy without being asked twice.
• A strong communicator — you write clear, professional correspondence independently and interact comfortably with everyone from new hires to board members.
• Warm and service-oriented — you understand that the office environment reflects the company culture, and you take that seriously.
• Meticulous and proactive — you catch errors before they become problems and follow up on action items without prompting.
• Trustworthy with sensitive information — you exercise sound judgment and maintain strict confidentiality.
• A team player — you collaborate across functions, adjust fluidly as priorities shift, and support a fast-moving team where every role carries impact.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new tools quickly.
• Always looking to improve — you spot opportunities to streamline workflows and act on them.
• Must be a US citizen, lawful permanent resident of the US, protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the US Department of State.

Nice To Haves

• Bachelor's degree preferred.
• Prior experience with ProShop or customer/vendor setup is a plus.

Responsibilities

• Manage inventory of office, food, and kitchen supplies, maintain shared spaces (kitchen, conference rooms, common areas), oversee vendor relationships, and distribute mail and correspondence.
• Serve as the first point of contact for employees, visitors, candidates, vendors, and board members — greeting guests with professionalism and warmth and ensuring every person who walks through the door has a positive experience.
• Manage scheduling, logistics, room booking, catering, materials, setup, and post-event follow-up for weekly team meetings, all-hands sessions, and offsite events.
• Draft and send standard HR communications, coordinate onboarding activities for new employees, and maintain accurate, confidential records.
• Manage calendars, book travel (flights, hotels, ground transportation), and assist with expense reports.
• Manage, route, and file NDAs; set up new customers and vendors in ProShop; and ensure all required data is accurately entered and maintained.
• Assist with processing vendor invoices, coordinate approvals, ensure timely payments, and maintain accurate accounts payable records.
• Support additional projects and cross-functional needs as they arise.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED