Human Resources & Administrative Coordinator

This position is based in the Chicago corporate office and requires on-site presence four days per week.

The HR & Administrative Coordinator supports daily operations of the Human Resources function, with a strong focus on Learning & Development (L&D) coordination and employee lifecycle support. This role partners closely with the Development & Training Specialist to help deliver engaging, consistent, and scalable training programs across the organization.

This position serves as primary on-site coordinator for day-to-day corporate office operations, maintaining an organized, welcoming, and efficient workplace environment.

This role is ideal for a detail-oriented, service-driven professional who enjoys coordinating programs, supporting employee growth, and contributing to positive employee experience.

Essential Duties and Responsibilities:

HR Support (80%)

HR General

• Coordinate key employee lifecycle processes: onboarding, internal changes, and offboarding, ensuring timely and accurate execution
• Coordinate employee milestone and recognition initiatives, including tracking eligibility, supporting fulfillment, and assisting with communications
• Maintain accurate employee records, organizational charts, and directories within HR systems
• Provide administrative support for HR programs, including engagement activities and internal communications
• Serve as a point of contact for general HR questions and direct inquiries to appropriate team members as needed
• Maintain HR documentation and support process consistency
• Serve contact for general HR and recruiting coordination, including interview scheduling, candidate communication, and pre-employment steps
• Provide general administrative support to HR team as needed
• Collaborate with and provide support to Development & Training Specialist in program design, delivery, and evaluation
• Prepare, edit, and polish training presentations and related material for in-person and virtual delivery
• Present portions of training content or company updates
• Coordinate scheduling of training programs, workshops, and vendor-led sessions
• Facilitate select sessions: orientation, small group workshops, introductory training topics
• Support onboarding training to ensure consistent employee experience across departments
• Maintain and update corporate training calendar, ensuring all sessions, workshops, and deadlines are clearly tracked and communicated
• Maintain training records, content libraries, and L&D documentation
• Collect training participation data and feedback to support reporting and program improvements
• Research and recommend external learning resources (e.g., Udemy, Coursera, industry partners) to supplement company programs
• Assist employees and managers with IDP (Individual Development Plan) logistics and available resources

Office Administration (20%)

• Serve as primary point of contact for daily office operations, supplies, workplace readiness, guest support, and general administrative coordination
• Draft and distribute internal office communications
• Coordinate conference rooms, meeting logistics, and Town Hall scheduling
• Maintain office calendars and shared spaces (e.g., break room boards, key dates)
• Support office functionality by coordinating maintenance requests and vendor services
• Own inventory management and ordering of office supplies, snacks, beverages, and workplace materials to ensure office remains fully stocked and operational
• Assist with equipment coordination, storage, and record management
• Coordinate routine office upkeep, including weekly fridge audits and equipment repair scheduling
• Manage incoming mail and package distribution
• Support document preparation and shipping processes
• Support basic budget tracking and expense coordination (administrative level only)
• In partnership with Accounts Payable, manage vendor invoice processes, including bi-weekly check runs, attachment preparation, and coordination of payment logistics
• Coordinate visitor access and guest logistics
• Assist with catering and in-office events
• Support general office needs and occasional errands as required
• Maintain and update break room calendars with key dates (e.g., birthdays, holidays) to foster positive workplace culture
• Suppor…