People & Office Operations Coordinator

nTop•US NY HQ,

1d•Hybrid

About The Position

We are hiring a People & Office Operations Coordinator to support our New York office. We are a hybrid team with employees across many states and three countries, with an in-office presence at our Nolita/SoHo HQ in New York. The day-to-day experience of our New York office is important to our company culture, and this role keeps that experience running smoothly. This is a strong opportunity for someone early in their People Operations career who wants to build real skills quickly. Reporting to the Senior Director of People, you will work closely with our People Operations Manager and recruiting team, with exposure to the full range of People team work at a 75-person, fast-moving software company. You will be our primary on-site presence at HQ, keeping the office running day to day. This is a high-volume, execution-focused role ideal for someone who thrives in fast-paced, startup environments and enjoys working with data, systems, and process improvements.

Requirements

1 to 3 years of experience in office operations, workplace coordination, HR coordination, or a people operations role
Exercises discretion and maintains strict confidentiality when handling sensitive employee information, including compensation, performance, and personal data
Strong attention to detail with a high level of accuracy
Takes initiative and proactively identifies gaps within their scope
Able to manage several workstreams simultaneously and reprioritize when things shift
Strong written and verbal communication skills, with good judgment about how to interact with people at every level of the organization
Comfortable with G Suite and quick to learn new tools
Experience with an HRIS (BambooHR and/or ADP preferred) and familiarity with an ATS is a plus
A proactive thinker who looks for ways to improve and streamline and automate processes
A team player who communicates effectively in a fast-moving environment

Nice To Haves

Prior experience at a startup or fast-moving tech company
A genuine interest in office experience and a good eye for what makes a shared space work

Responsibilities

Support People Operations with global employer of record administration, including employee data coordination and documentation
Support new hire onboarding logistics, including HRIS data entry, scheduling coordination, and day-one readiness
Maintain People team file systems and employee records for accuracy and accessibility
Audit job descriptions and employee data files, flagging gaps and inconsistencies for review
Handle employee-facing support (internal customer service)
Support People team events and employee experience programming
Provide delegated scheduling and calendar coordination support for the CEO as directed by the Senior Director of People, including rescheduling logistics and day-of coordination
Support offboarding processes
Manage background checks and follow-ups
Assist with other internal HR operations and documentation projects as needed
Identify opportunities to improve workflows and processes
Manage day-to-day HQ logistics: mail and packages, common area upkeep, and vendor coordination for cleaning, facilities, and supplies
Manage snack and beverage inventory and ordering against budget
Provide logistical support for on-site visits, office events, or team events, including team lunches, seasonal gatherings, and ad hoc celebrations
Coordinate with building management on maintenance issues and escalations
Monitor federal, state, and local employment and workplace regulatory updates; flag changes that may require action; and maintain current postings and required documentation
Flag office needs, gaps, and escalations to the Senior Director of People as they arise
Provide administrative support to the recruiting team, including interview scheduling, candidate communications, and other projects as needed