People and Administration Coordinator

Conceptra Biosciences • Phoenix, AZ

3d • Remote

About The Position

The People and Administration Coordinator provides confidential, detail-oriented support across People operations and day-to-day administration. This role helps keep employee processes, office needs, records, communications, scheduling, vendor coordination, and recurring workflows organized, responsive, and on track. This position supports the People function as the organization continues to scale, while also serving as a reliable administrative coordinator for office support, document organization, and cross-functional follow-up.

Requirements

• 5+ years of experience in administrative support, office coordination, People operations, HR administration, onboarding coordination, payroll support, operations coordination, or a similar role.
• Experience handling confidential information with discretion, professionalism, and sound judgment.
• Strong proficiency with Microsoft 365 tools (including loop), including Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.
• Strong organizational skills and attention to detail, especially when managing employee records, payroll-related follow-up, deadlines, office needs, vendor coordination, and recurring administrative tasks.
• Clear written and verbal communication skills, with the ability to summarize information, document next steps, and follow up professionally.
• Comfort working independently in a fast-moving, remote-first, multi-state environment with multiple stakeholders and shifting priorities.
• Confidentiality and integrity: Handles employee, People, financial, and organizational information with care and discretion.
• Ownership: Follows tasks through to completion, confirms next steps, and closes the loop with stakeholders.
• Clarity: Communicates status, blockers, and deadlines in a direct and organized way.
• Service orientation: Provides responsive, helpful support to employees, leaders, and office stakeholders.
• Process orientation: Keeps records organized, tracks recurring tasks, and helps make administrative workflows more efficient.
• Detail orientation: Maintains accuracy across HRIS updates, employee records, payroll support, invoices, renewals, schedules, folders, and follow-up items.

Nice To Haves

• Experience with Rippling is preferred, including HRIS workflows, employee records, onboarding tasks, and payroll-related support
• Familiarity with DocuSign, expense tools, CRM systems, Smartsheet, Adobe, or similar administrative platforms preferred.
• Prior People operations or HR experience is preferred.
• The candidate will need to demonstrate discretion, systems aptitude, accuracy, and the ability to learn employee processes under guidance.

Responsibilities

• Provide confidential administrative support for People processes, including onboarding coordination, department-specific onboarding training scheduling for all new hires, employee documentation, personnel file maintenance, HR forms, payroll support, and recurring People workflows.
• Maintain accurate employee records and HRIS updates, track workflow status, organize documents, and follow up on assigned People-related tasks.
• Support benefits administration, payroll-related follow-up, compliance tracking, employee process coordination, and preparation of People communications or meeting materials.
• Handle sensitive employee information, including employee data, compensation-related materials, payroll documentation, benefits records, leave-related records, and organizational updates with strict confidentiality.
• Escalate employee relations, policy interpretation, performance management, legal, benefits eligibility, payroll, and compliance questions to People leadership.
• Provide general administrative and office support, including supply ordering, vendor follow-up, visitor coordination, mail/shipping support, and routine troubleshooting.
• Coordinate calendars, meetings, travel, expenses, events, and team logistics, including preparation of agendas, recaps, and action item trackers.
• Route documents, invoices, requests, and follow-ups to the appropriate internal owner and help ensure timely completion.
• Support warehouse and office coordination needs by helping organize communications, reminders, supplies, and administrative follow-through.
• Coordinate DocuSign workflows and maintain organized electronic files for People, administration, office, finance, legal, and corporate documents.
• Maintain folders and repositories for employee documents, agreements, invoices, audit responses, licenses, renewals, reports, and supporting records.
• Assist with expense reports, office-related invoices, and recurring administrative deadlines by gathering documentation, routing approvals, and filing completed materials.
• Track renewals, subscriptions, licenses, postings, and other recurring administrative obligations, escalating questions to the appropriate owner.

Benefits

• Competitive base salary plus annual performance bonus
• Comprehensive medical, dental, and vision coverage (100% employer-paid for employees and dependents)
• 401(k) plan with company match
• Paid time off and company-recognized holiday
• Parental leave
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed