People Operations Coordinator

Lumenci • Austin, TX

20h • Onsite

About The Position

The Office Manager / Recruiting Coordinator keeps our Austin office running smoothly while supporting day-to-day recruiting for our U.S. team. You will own mail and package handling, laptop and equipment setup in coordination with IT, office vendor management, conference room and event logistics, and key card/access administration, while also helping source and screen resumes, coordinate interviews, and support first-day onboarding and filing needs. This role is ideal for someone with 2–4 years of office administration, HR, or recruiting support experience who enjoys being the "go-to" person for both employees and candidates.

Requirements

• Bachelor's degree in business, HR, communications, or a related field, or equivalent combination of education and experience.
• 2–4 years of experience in office administration, facilities coordination, HR support, or recruiting coordination in a professional office environment.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and frequent ad hoc requests in a fast-paced environment.
• Excellent written and verbal communication skills with a professional, service-oriented tone.
• Comfort working with office technology (laptops, monitors, conference room A/V) and collaborating with IT to resolve basic issues.
• Proficiency with standard productivity tools (Microsoft Office or Google Workspace, video conferencing tools, and collaboration platforms such as Teams or Slack).

Nice To Haves

• Prior experience coordinating interviews and supporting recruiting processes in an applicant tracking system (ATS).
• Experience managing office vendors, building management relationships, and basic facilities projects.

Responsibilities

• Office Operations & Facilities Receive, sort, and distribute mail and packages; manage outgoing shipments and courier pickups.
• Coordinate laptop and peripheral setup for new hires and visitors in partnership with IT; help troubleshoot basic access and hardware issues before escalating.
• Order and track office supplies, snacks, and other essentials; monitor inventory and reorder on a regular cadence.
• Maintain a clean, safe, and professional office environment, including kitchens, common areas, and conference rooms.
• Set up conference rooms for meetings and interviews, including A/V checks and room reset between sessions.
• Coordinate with building management and external vendors for office maintenance, repairs, cleaning, security, and related services.
• Support planning and onsite logistics for team meetings, client visits, and company events (catering, room setup, materials, sign-in).
• Handle ad hoc requests related to the office space and facilities from leadership and team members.
• Administer key card and office access, including onboarding new employees, deactivating access for departures, and managing visitor access logs.
• Maintain check-in/check-out systems for important client-related materials, equipment, or files to ensure proper tracking and safekeeping.
• Perform basic filing (physical and digital), ensuring key documents and records are organized and accessible.
• Executive and Team Support Schedule and coordinate meetings for leadership and key stakeholders, cross-team sessions, and ad hoc working sessions.
• Assist with occasional domestic travel bookings if needed in the future, following company guidelines and budget parameters (not expected as a regular part of this role).
• Support simple expense documentation or reimbursement related to office and event spend as requested.
• Recruiting Coordination Assist with resume sourcing using job boards, LinkedIn, and other channels in line with predefined criteria for each role.
• Conduct initial resume screens to identify candidates who meet baseline requirements and route them to the appropriate hiring manager or People Operations.
• Coordinate interviews (phone, virtual, and on-site), including scheduling, calendar invites, interview packets, and conference room setup.
• Communicate with candidates to confirm interviews, share logistics, and provide timely updates throughout the process.
• Coordinate first-day logistics: office access, workspace setup, laptop and equipment, welcome materials, and introductions for onsite and hybrid new hires.
• Support onboarding tasks such as collecting paperwork, routing documents for signature, and partnering with IT and People Operations to ensure a smooth start.

Benefits

• Industry-leading medical, dental, and vision insurance plans with significant company-paid premium contributions.
• A robust 401(k) retirement plan featuring a generous company match to help you build future security.
• Flexible Paid Time Off (PTO) and paid company holidays to ensure you have the time to recharge.

What This Job Offers

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