People & Culture Coordinator

Pacific Science Center•Seattle, WA

3d•Onsite

About The Position

The People & Culture (P&C) Office Coordinator plays a key role in creating a warm, welcoming, and efficient front-of-house experience for all colleagues, guests, applicants, and partners. This position supports daily operations of the reception area and loading dock while providing direct administrative support to the People & Culture team. The Coordinator ensures the smooth functioning of office processes, contributes to an inclusive and service-oriented culture, and proactively removes administrative barriers so P&C can focus on delivering exceptional people-centered work.

Requirements

Advanced knowledge of Microsoft 365 Suite and effective cloud-based file sharing
Strong understanding of business communication and meeting protocol
Ability to model curiosity and critical thinking
Excellent attention to detail
Written and oral communications are clear and effective with all audiences
Demonstrated dependability, responsibility, and ability to maintain confidentiality with sensitive information
Ability to multitask and manage multiple ongoing projects while providing inspiring service to colleagues and visitors
Handle difficult situations with diplomacy, focusing on solutions
Proactively identifying problems, prioritizes them effectively, and works to understand their root causes
Demonstrated commitment to inclusion, diversity, equity, and access in every aspect of work
Ability to take part in occasional meetings and events outside of core business hours
Ability to balance high-interruption environments with detail-oriented administrative work.
Demonstrated understanding of confidential data handling standards.
High school diploma or equivalent
1+ years of administrative experience in a customer-facing role

Nice To Haves

2+ years of administrative assistant or HR admin experience
1+ years of experience working with a Board
Proficiency in a second language such as but not limited to Spanish, Somali, Mandarin, ASL, and/or Vietnamese is a highly preferred skill.

Responsibilities

Manage the reception area as the first point of contact; greet visitors, candidates, and colleagues with a friendly and professional demeanor.
Answer and direct phone calls; manage visitor check-in, deliveries, and general inquiries.
Maintain a steady, solutions-oriented approach, navigating challenging situations with tact and professionalism.
Coordinate daily office operations, including maintaining office supplies, organizing common areas, and monitoring the upkeep of reception, meeting rooms, kitchens, supply rooms, and workspaces.
Create, update, and maintain office procedures that support efficiency and strong communication across teams.
Process incoming and outgoing mail, scan documents, and maintain digital mail files.
Serve as the primary point of contact for office vendors (e.g., mail service, copier vendors, building services).
Maintain email distribution lists in MS Outlook
Maintain and update organizational charts in the HRIS to ensure alignment with Outlook and other internal systems.
Maintain accurate employee seating charts, ensuring workspace assignments are current and communicated to relevant teams.
Assist the Executive Assistant to the CEO and support staff with their assigned duties such as Board function support.
Perform various administrative functions for the President’s office as needed.
Monitor and triage the P&C shared inbox; respond to routine inquiries and route complex matters appropriately.
Prepare onboarding materials and coordinate new hire provisioning (badges, system access requests, welcome materials).
Assist with payroll preparation, including timesheet reminders, data audits, and report generation.
Support recruiting logistics including job posting coordination, interview scheduling, background checks, and candidate communications.
Maintain employee files in accordance with records retention and compliance standards.
Process P&C invoices and reconcile department credit card expenses.
Generate routine reports from HRIS to support compensation, compliance, and workforce planning initiatives.
Audit HRIS data regularly to ensure data integrity and reporting accuracy.
Support annual processes including performance review cycles, compensation updates, and open enrollment logistics.
Exercise discretion and sound judgment when handling confidential employee information.
Other duties as assigned.