Office & People Operations Coordinator

Neolytix • Chicago, IL

6d • Onsite

About The Position

We are a growing healthcare services company seeking a versatile, self-directed Office & People Operations Coordinator to serve as the sole on-site administrative professional at our Chicago Loop headquarters. This is a high-impact generalist role for someone who thrives wearing multiple hats — from HR administration and compliance support to social media content, event coordination, and day-to-day office management. You will be the operational backbone of a lean US-based team, partnering closely with leadership, global HR, and finance functions. The ideal candidate is organized, resourceful, comfortable with ambiguity, and energized by variety.

Requirements

• 2–5 years of experience in office administration, HR coordination, or operations generalist roles.
• Working knowledge of US employment law basics, benefits administration, and HR compliance (IDES, FMLA, ADA, I-9).
• Strong organizational skills with the ability to juggle competing priorities independently.
• Proficiency in Microsoft Office 365, Google Workspace, and comfort learning new tools quickly.
• Excellent written and verbal communication — you will draft social posts, compliance responses, and internal communications.
• Discretion in handling confidential employee and business information.
• Bachelor’s degree or equivalent professional experience.

Nice To Haves

• Experience in healthcare services, or professional services environments.
• Familiarity with social media management tools (Linkedin, Instagram, TikTok).
• Experience coordinating with offshore/global teams across time zones.
• HR certification (PHR, SHRM-CP) or interest in pursuing one.
• Exposure to ATS platforms (JazzHR, Greenhouse, or similar).
• Experience with diversity certification filings (WBENC, SBA 8(a), MBE/WBE).

Responsibilities

• Serve as the US HR generalist point of contact for employee inquiries, onboarding, offboarding, and benefits administration.
• Process and track PTO requests, leave approvals, and attendance records for US-based employees.
• Respond to and coordinate IDES (Illinois Department of Employment Security) notices, Secretary of State filings, and other regulatory correspondence with Finance, Global HR, and company leadership.
• Maintain and file diversity and women-owned business certifications (WBENC, SBA, state/local programs).
• Support I-9 verification, personnel file maintenance, and HR policy documentation.
• Coordinate with global HR teams on cross-functional compliance and employee relations matters.
• Manage day-to-day office operations: supplies, equipment, mail, vendor relationships, and building management liaison.
• Track and reconcile US employee expense reports; coordinate with Finance for timely processing.
• Maintain office space, conference rooms, and shared resources in presentable, functional condition.
• Serve as IT equipment coordinator for US staff — laptop provisioning, returns, and basic troubleshooting escalation.
• Manage incoming/outgoing correspondence and act as the primary point of contact for visitors and deliveries.
• Create and schedule social media posts across company channels (LinkedIn, Facebook, X/Twitter, etc.) aligned with brand guidelines.
• Coordinate with the marketing team and external agencies on content calendars and local campaign execution.
• Capture photos/video at events and create light content for social channels.
• Plan, coordinate, and execute local company events: team gatherings, client dinners, holiday celebrations, and office milestones.
• Organize participation in local industry organizations (e.g., MGMA, local healthcare associations) including memberships, event registrations, and sponsorship logistics.
• Coordinate community engagement activities and local networking events to raise company visibility.
• Schedule interviews, coordinate candidate communications, and support hiring managers through the recruitment process.
• Assist with US-specific onboarding logistics: welcome kits, workspace setup, and first-day coordination.
• Arrange domestic and international travel for leadership and visiting team members (flights, hotels, ground transportation).
• Make restaurant reservations, coordinate meeting logistics, and manage executive calendars as needed.
• Support preparation for board meetings, investor visits, and client-facing events.
• Maintain and renew state/local business registrations, licenses, and corporate filings.
• Serve as the “boots on the ground” liaison for global teams needing local US execution (notarizations, bank visits, physical document handling).
• Support light bookkeeping tasks: invoice tracking, vendor payment follow-ups, petty cash management.
• Act as emergency/BCP point of contact for the US office.
• Take on ad hoc projects and operational tasks as the business evolves — this role will grow with the company.

Benefits

• Competitive hourly compensation commensurate with experience.
• Health, dental, and vision insurance.
• Paid time off and company holidays.
• Professional development support including HR certification sponsorship.
• A collaborative, entrepreneurial culture where your contributions are visible and valued.
• Office in the heart of Chicago’s Loop with easy transit access.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level