People Operations Coordinator

The successful candidate for this role must be located in the Bozeman, MT area and available to work Monday-Friday.

The People Operations Coordinator is a proactive, detail-oriented, and energetic individual who loves turning administrative projects into meaningful experiences for team members. In this role, you aren’t just managing calendars or ordering lunches - you are the “boots on the ground” for our culture, ensuring that HR processes and team events run smoothly, thoughtfully, and with real impact.

This isn’t a role where you wait for instructions. You’ll spot needs before anyone else does and take initiative - whether it’s coordinating a complex interview schedule across four time zones, leading a team celebration, or supporting a quarterly EOS planning session. Your work directly contributes to keeping our operations organized, efficient, and enjoyable for everyone.

While this role reports directly to the HR Manager, you will also partner with the Leadership Team (LT) on ad hoc projects. You’ll have the chance to learn, grow, and make a meaningful impact in a fast-paced, multi-state software company.

• Support the planning, coordination, and execution of team and leadership events, trainings, and strategy sessions under the guidance of the HR Manager.
• Maintain accurate and up-to-date calendars, including meeting details, locations, video conferencing links, and agendas.
• Prepare and organize materials such as agendas, slide decks, surveys, and handouts, as needed.
• Coordinate logistics for on-site and off-site events, including space reservations, meals, and facilitator support.
• Lead the design and distribution of post-event surveys and feedback tools that encourage thoughtful reflection and actionable input.
• Partner with the HR Manager to review feedback, identify themes, and recommend improvements for future events to the Leadership Team (LT).

• Coordinate with the LT on themes and objectives for teamwide Quarterly Planning sessions.
• Lead the Quarterly Planning Committee, soliciting and coordinating members to plan and execute our quarterly planning sessions on time and within budget.
• Prepare and distribute EOS materials to the Implementer in advance of sessions.
• Manage Quarterly Planning logistics including travel, lodging, meeting spaces, meals, activities, and speakers or presenters.
• Serve as a point of contact for Team Members (TMs) regarding schedules, logistics, and session-related questions.
• Collect, analyze, and summarize post-session feedback to identify opportunities for improvement and reinforce practices that work well.
• Maintain and communicate the EOS calendar and planning timeline to ensure the LT, TMs, and the EOS Implementer are aligned on the schedule.
• Coordinate with the EOS Implementer to schedule future sessions.
• Coordinate steps of the hiring process, including interviews, work samples, and interviewer debrief sessions, following established processes under the direction of the HR Manager.
• Schedule candidate interviews and manage logistics such as flights and lodging for in-person interviews.
• Assist with candidate phone screens, either independently or in partnership with the HR Manager depending on the role and volume.
• Represent Advice Pay at recruiting events, creating a welcoming and professional candidate experience.
• Support efforts to increase awareness of Advice Pay as a great place to work for both local and remote candidates.
• Follow processes carefully and proactively flag opportunities to improve the candidate experience, learn best practices, and contribute ideas over time.

• Track and report on benefit utilization, ensuring information is accurate and up to date.
• Send timely reminders to TMs about benefits, professional development, open enrollment, and other programs.
• Serve as a reliable backup for payroll processes, learning the steps and building confidence to perform them independently when needed.
• Communicate payroll deadlines and key information to TMs and people managers.
• Create and send Personnel Record Change forms for promotions,…