Office & HR Coordinator

Improvix Technologies•Reston, VA

5d•$50,000 - $70,000•Onsite

About The Position

Improvix Technologies is hiring an Office & HR Coordinator to keep their Reston office running and to support the HR function day to day. This role is designed as a development opportunity, with roughly half the work focused on office and facilities operations and the other half on hands-on HR administration across the full employee lifecycle, including onboarding, I-9 and E-Verify, badging, HRIS records, compliance training, and offboarding. The position reports directly to the Director of Human Resources, who will provide deliberate training in HR systems, employment compliance, and lifecycle administration, with the goal of preparing the individual for HR generalist or operations management roles.

Requirements

2+ years of experience in office management, HR administration, operations coordination, or a comparable administrative role.
Bachelor's degree in Human Resources, Business, Management, Organizational Leadership, or a related field — or an equivalent combination of education and directly relevant experience.
Proficiency with Microsoft Office, Excel, SharePoint, and Teams.
Demonstrated ability to handle confidential employee and company information with discretion and sound judgment.
Strong organizational, written, and verbal communication skills, with consistent attention to detail and follow-through.
Ability to work independently, anticipate what's needed, and prioritize competing requests without losing track of any of them.
Comfort coordinating across IT, Finance, HR, Recruiting, vendors, and leadership.
On-site presence in Reston, VA.
Occasional lifting and movement of office and IT equipment (up to 25 lbs).

Nice To Haves

Experience with ADP Workforce Now
Background in IT, consulting, professional services, or government contracting.
Exposure to I-9/E-Verify, EEO or VETS reporting, or other employment compliance work.
aPHR, PHR, or SHRM-CP certification, or active progress toward one.
Experience supporting a facility security officer, badging process, or cleared workforce.
Comfort building a tracker or dashboard in Excel or SharePoint that other people actually use.

Responsibilities

Run daily operations of the Reston office and keep it organized, professional, and client-ready.
Coordinate facility maintenance, security access, workspace technology, and conference room scheduling.
Serve as the point of contact for the landlord, IT vendors, cleaning services, utilities, and other providers.
Handle space planning and workstation setup for new hires and team reconfigurations.
Support hospitality and setup for on-site client meetings and company events.
Manage purchasing and inventory for office supplies, technology accessories, and shared equipment.
Coordinate IT equipment shipping, receiving, and inventory with the IT team — laptops, monitors, phones, and peripherals for on-site and remote staff.
Track vendor contracts and renewal dates, flag upcoming decisions, and support the Director of HR on renewals and cost control.
Coordinate onboarding logistics — pre-employment documentation, equipment, workspace, and first-day scheduling.
Complete I-9 verification (in person and virtual) and E-Verify submissions within required timeframes.
Deliver the New Hire Orientation program so every employee gets the same welcoming, consistent start.
Coordinate badging and credentialing logistics in support of the Facility Security Officer, and track each case to completion.
Conduct reference checks and coordinate background screening with our vendor.
Maintain employee data and status changes in ADP Workforce Now to a high standard of accuracy.
Keep SharePoint trackers and dashboards current for onboarding, offboarding, badging, clearance, and training.
Support offboarding logistics — asset recovery, access deprovisioning, and documentation.
Maintain personnel files and lifecycle documentation in line with retention requirements.
Support EEO, VETS, and I-9 recordkeeping under the direction of the Director of HR.
Assign, track, and follow up on annual compliance training — anti-harassment, ethics, and cybersecurity — through the ADP LMS.
Maintain training, certification, and professional development trackers, including approvals and reimbursement documentation.
Help assemble documentation for internal audits and federal reporting cycles.
Provide administrative support to leadership — scheduling, meeting coordination, and travel arrangements.
Act as first point of contact for employee questions and manage the general HR inbox, triaging and escalating as appropriate.
Maintain internal office procedures, documentation, and calendars.
Support internal meetings, training sessions, and team events alongside the People Engagement Manager.
Track office operations expenses against budget and flag variances.
Process invoices and coordinate with Accounting on expense questions.
Support expense reporting and procurement workflows.