Admin Ops Coordinator

Job Description

GCI's Admin Ops Coordinator will deliver high-quality operational and employee support services by maintaining accurate employee records, assisting with HR help desk inquiries, and coordinating claims, reporting, and administrative processes that ensure compliance, consistency, and service excellence. This role supports HR and LPA operations by executing day-to-day tasks with accuracy, timeliness, and confidentiality.

• Enter, update, and validate employee data in HCM systems using approved checklists (new hire, job change, compensation change, termination).
• File and index supporting documents per naming conventions; update electronic personnel files.
• Run routine audits for missing documents, SSN mismatches, address or tax form gaps; queue fixes and document corrections.
• Apply data privacy and retention standards; restrict access to sensitive files; purge per schedule.

• Refresh recurring dashboards from approved sources; spot-check totals.
• Post dashboards to the designated channel/folder; version and date‑stamp outputs.
• Log issues with feeds/queries and notify owner (IT/HRIS/Analyst).

• Keep SOPs, FAQs, and forms current in the knowledge library; archive superseded versions.
• Ensure all templates use approved headers, doc codes, and effective dates.
• Index documents with tags for easy retrieval.

• Follow routing rules: when to involve HRBP, Benefits, Payroll, Compliance, or Admin Ops.
• Schedule case touchpoints; capture decisions and attach to case files.
• Keep stakeholders informed of dependencies.
• Analyze administrative workflows to identify inefficiencies and recommend process improvements.
• Partner with Corporate Development, HR, Legal, CTO, Compliance, and External Affairs teams.

• Coordinate executive and departmental schedules, meeting planning, and logistical support.
• Provide P‑card transaction coding and reconciliation support.
• Maintain and optimize digital and physical filing systems for Admin Ops.
• Assist in planning, coordination, and execution of internal and external events.
• Manage event logistics including scheduling, communications, materials preparation, and post‑event follow‑up.

• Triage tickets (policy, pay, benefits, leave, systems access); authenticate the requester; apply knowledge‑based articles.
• Resolve standard inquiries or route per matrix.
• Document issue, steps taken, and resolution; close with confirmation.

• Intake and date‑stamp incident reports; verify completeness; request missing details.
• Log claims in register; upload forms and adjuster correspondence.
• Submit standard notifications to carriers; track claim numbers and scheduled follow‑ups.
• Maintain OSHA/incident logs and calendar reminders.
• Coordinate light‑duty paperwork and route medical release notes to HRBP/manager.

• Pull routine reports using saved queries; validate counts.
• Pull initial reports for compliance, legal and/or regulatory requirements.
• Package audit samples; ensure red actions.
• Log every data request; obtain approvals before release.

• Accountability – takes ownership for actions, decisions, and results.
• Basic Principles – interacts with people building trust; follows Code of Conduct.
• Collaboration – works effectively with others.
• Communication – conveys thoughts professionally.
• Compliance – follows internal controls and protects confidential information.
• Customer Focus – prioritizes customer satisfaction.
• Reliability – follows through on assigned tasks.
• Results – uses job knowledge, initiative, innovation, and problem solving.
• Safety & Security – supports safe work environment.
• Technical Proficiency – proficient computer skills and MS Office knowledge.

• Serve as the first point of contact for HR Help Desk inquiries; route or escalated cases.
• Support scheduling, logistics, and documentation for internal meetings and events.
• Maintain filing systems, process documentation, and reference materials.
• Track service requests and assist in…