HR Operations Administrator

HR Operations Administrator

Department: Human Resources · Reports To: Chief People and Culture Officer · FLSA: Non-Exempt · Location: New York, NY

POSITION SUMMARY

The Senior HR Coordinator is the department's coordination anchor, supporting the Chief People and Culture Officer and the broader HR team in routing, tracking, and following through on the administrative and operational work that flows across the function. Incoming requests are directed to the appropriate functional owners, deadlines are tracked and surfaced proactively, documentation is organized and maintained, and stakeholders have a reliable point of contact for routine departmental matters. Functional ownership for benefits and payroll, compliance, onboarding, recruiting, and HR systems sits with the respective leaders in those areas. This role suits a candidate who is highly organized, service-oriented, attentive to detail, and takes satisfaction in well-run processes, clean documentation, and reliable follow-through.

CORE RESPONSIBILITIES

Departmental Coordination and Request Routing

•     Manage the department's central operational inbox, ensuring requests from program leadership, employees, candidates, vendors, and external partners are directed to the appropriate team member.

•     Track follow-through on routed requests, surfacing items that have stalled or require escalation.

•     Draft routine operational communications on behalf of the CPCO and the department.

Tracking, Deadlines, and Operational Cadence

•     Maintain tracking tools capturing active HR projects, deadlines, recurring operational requirements, and pending follow-up items across the department.

•     Surface deadlines and pending items proactively to appropriate functional owners.

•     Coordinate logistics for recurring departmental activities including team meetings, learning programs, and HR initiatives.

Data Collection, Organization, and Reporting Support

•     Collect, organize, and maintain departmental data in support of CPCO reporting for executive, board, and external audiences.

•     Compile and prepare data reports from the ATS, Kronos, and other HR systems as needed.

•     Maintain operational tracking logs for request routing volumes, vendor activity, and project status.

Documentation and Process Support

•     Maintain the department's library of process documentation, templates, checklists, and reference materials, ensuring version control and currency.

•     Support the CPCO and functional leaders in implementing process documentation and updates across the team.

•     Maintain organized records of operational decisions, vendor agreements, and recurring departmental activities.

•     Coordinate audit response logistics including document gathering, deadline tracking, and routing of information requests to functional owners.

Vendor and Invoice Coordination

•     Track vendor activity, contracts, and invoicing, ensuring timely review and payment processing in coordination with Finance.

•     Maintain a centralized record of vendor agreements and renewal timelines and coordinate logistics for vendor meetings and renewals.

Cross-Functional Stakeholder Contact and Support to the CPCO

•     Serve as a consistent point of contact for program leadership, Finance, Legal, IT, and external partners on routine departmental matters.

•     Support the CPCO's coordination with internal and external stakeholders by tracking commitments, follow-up items, and recurring touchpoints.

•     Coordinate cross-functional touchpoints in support of HR-wide initiatives including the all-staff event and other organization-wide programs.

QUALIFICATIONS

• Work under demanding conditions such as deadlines and project challenges.
• Ability to engage with diverse people.
• Ability to operate standard office equipment i.e. copier, fax, scanner, computer and printer.
• Ability to use and respond to phone calls and questions.
• Ability to lift files, open filing cabinets, bend or stand to retrieve employee documents in cabinets.