Office & People Operations Coordinator

Intellivo•Creve Coeur, MO

3d•Onsite

About The Position

The Office & People Operations Coordinator provides administrative, operational, and employee support across the organization, serving as a key point of coordination for both office operations and human resources activities. This role helps ensure a welcoming, organized, and efficient workplace while supporting core People Operations processes such as onboarding, employee records, HR communications, scheduling, compliance tracking, employee events, and general administrative support. This position is ideal for a highly organized, service-oriented professional who enjoys variety, handles confidential information with discretion, and takes pride in creating a positive employee and visitor experience.

Requirements

Strong organizational skills with the ability to manage multiple priorities, deadlines, and details.
Excellent written and verbal communication skills.
Professional, approachable, and service-oriented demeanor.
Ability to handle confidential information with discretion and integrity.
Proficiency with Microsoft Office or similar productivity tools.
Comfortable learning and using HR systems, applicant tracking systems, payroll platforms, collaboration tools, or other business software.
Strong attention to detail and accuracy in data entry, documentation, scheduling, and follow-up.
Ability to work independently while also collaborating effectively with team members and employees at all levels.
Reliable onsite presence and ability to support daily office operations in St. Louis, Missouri and Memphis, Tennessee.
2 or more years of administrative, office coordination, HR support, recruiting coordination, employee services, or related experience.
Organization and follow-through
Confidentiality and discretion
Customer service mindset
Communication
Attention to detail
Adaptability
Problem-solving
Collaboration
Professional judgment
Initiative
High school diploma or equivalent required

Nice To Haves

HR-related coursework/certification is a plus
Prior experience supporting an HR, People Operations, Talent, or Employee Experience function.
Experience with onboarding, employee records, recruiting coordination, or HRIS data entry.
Familiarity with employment documentation, confidentiality practices, and basic HR compliance processes.
Experience coordinating meetings, events, employee activities, or office operations.
Associate or bachelor’s degree in human resources, business administration, communications, or related field.
Experience working in a professional services, corporate office, healthcare, or similar business environment.
Comfort working with employees, candidates, vendors, and visitors in a front-facing or service-oriented role.
Associate degree or equivalent experience preferred

Responsibilities

Serve as a primary point of contact for office-related needs, visitors, vendors, and general workplace inquiries.
Help maintain a professional, organized, and welcoming office environment.
Coordinate office supplies, equipment, mail, shipping, meeting spaces, and general office logistics.
Support vendor relationships related to office services, facilities, supplies, maintenance, and other administrative needs.
Assist with scheduling, preparing materials, and coordinating logistics for meetings, events, interviews, and employee gatherings.
Partner with building management, facility contacts, or internal stakeholders to address office maintenance or workplace needs.
Support internal communications related to office updates, events, closures, visitor procedures, or workplace guidelines.
Assist with invoice processing, purchase requests, expense documentation, or budget tracking related to office operations, as needed.
Support the onboarding process by coordinating new hire paperwork, schedules, communications, orientation logistics, and first-day preparations.
Assist with offboarding activities, including checklists, exit logistics, equipment return coordination, and documentation.
Maintain accurate employee records and HR files in accordance with company procedures and confidentiality expectations.
Support HR system updates, employee data entry, reporting, and routine audits to help ensure information is accurate and current.
Help track required employee acknowledgments, training completion, policy updates, and other compliance-related activities.
Support recruiting coordination, including interview scheduling, candidate communication, meeting logistics, and applicant tracking updates.
Assist with employee engagement activities, recognition programs, culture initiatives, wellness events, and internal celebrations.
Respond to routine employee questions or direct employees to the appropriate People Operations resource.
Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
Provide administrative support to the Senior Director of People Operations and People Operations Manager as needed.
Prepare, proofread, organize, and distribute documents, presentations, reports, forms, and correspondence.
Maintain calendars, schedules, files, trackers, and recurring administrative processes.
Identify opportunities to improve administrative workflows, employee experience, and office efficiency.
Support special projects related to People Operations, employee experience, compliance, office operations, or organizational initiatives.
Perform other related duties as assigned.