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Vladimir Jones · 12 hours ago

HR and Office Operations Coordinator

Colorado Springs, Colorado, United States

Full-time

Hybrid

Entry Level

$25/hr - $27/hr

2+ years exp

Vladimir Jones is a company seeking an HR and Office Operations Coordinator to manage day-to-day HR operations and enhance employee experience. The role involves administration of BambooHR, employee record management, and coordination of office operations to ensure a smooth workflow within the agency.

AdvertisingWeb Design

Growth Opportunities

No H1B

Responsibilities

Serve as the internal point of information for HR processes and BambooHR navigation (what forms, what steps, where to find information), while routing judgment-based questions to Vida HR

Serve as the primary administrator and point of accountability for BambooHR

Maintain employee records and ensure accuracy (titles, compensation history, job changes, documentation, org charts)

Manage HR workflows in BambooHR (onboarding/offboarding, acknowledgements, performance cycles, time-off workflows)

Run standard reports and dashboards (headcount, anniversaries, PTO, compliance acknowledgements) for executive leadership and VidaHR

Provide employee support on HR process questions (“how do I…”) and route confidential matters appropriately

Own BambooHR workflows and data integrity (audits, reporting cadence, consistency of records)

Manage employee self-service support and ensure HR process documentation lives in BambooHR

Submit employee status, benefits, and time-off changes to Finance

Ensure timely and accurate payroll inputs

Assist employees with payroll process questions

Escalate payroll discrepancies to Finance

Coordinate onboarding logistics, including paperwork, systems access, orientation scheduling, and first-week readiness

Ensure I-9 completion and E-Verify submission within required timelines; escalate any exceptions to Vida HR

Coordinate offboarding logistics, including equipment return, access removal, and exit interview scheduling

Maintain accurate employee records in BambooHR, including documentation, acknowledgments, and employee changes

Support performance management cycle logistics (tracking, reminders, document distribution)

Process BambooHR reimbursements

Ensure all HR documentation and checklists are completed accurately and on time

Process employee life-event changes by collecting documentation, submitting updates through carriers/brokers, and confirming completion

Maintain benefits documentation, deadlines, and enrollment materials

Coordinate benefits communications, open enrollment logistics, and employee completion tracking

Serve as the administrative point of contact for routine benefits requests

Communicate 401(k) changes to Finance for payroll deductions

Coordinate leave-related paperwork and documentation (FMLA and other leaves)

Track timelines, documentation, and communications

Partner with Vida HR for eligibility interpretation, compliance guidance, and complex situations

Coordinate interview scheduling and candidate logistics as needed, in partnership with Vida HR and hiring managers

Support hiring process administration (posting, interview logistics, documentation tracking) as directed by Vida HR

Coordinate with the agency’s Reputation Management Representative regarding Glassdoor presence and ratings

Track and report Glassdoor score trends and updates to executive leadership and Vida HR

Support timely follow-through on reputation-related action items as directed by leadership or Vida HR

Serve as the first point of contact for visitors, clients, and employees

Manage front-desk activities, phone calls, mail, deliveries, and meeting coordination

Maintain a clean, organized, and welcoming office environment

Order and manage office, kitchen, and supply inventory

Coordinate vendors, parking passes, and office logistics

Support internal events, meetings, and agency gatherings

Provide administrative and logistical support for agency cultural initiatives and events, including One Agency Day, VJ Gathers, and other employee engagement programming as needed

Coordinate scheduling, communications, supplies, vendor support, and on-site execution to ensure events run smoothly and reflect the agency’s values

Track event timelines and deliverables and partner with internal stakeholders to ensure alignment on roles, expectations, and outcomes

Escalate to Vida HR: employee relations concerns, policy interpretation, leave eligibility, accommodations, disciplinary actions, investigations, compliance matters

Escalate to Finance: payroll discrepancies, deductions issues, wage-related questions

Escalate to Leadership: high-risk employee relations matters, compensation exceptions, termination decisions

Qualification

BambooHR administrationHRIS administrationMicrosoft Office SuiteEmployee record managementMultitasking abilitiesEvent coordinationCommunicationInterpersonal skillsOrganizational abilitiesConfidentiality

Required

Associate degree preferred and HR certification a plus

2-3 years experience in an HR or administrative role is preferred

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Excellent communication and interpersonal skills

Strong organizational and multitasking abilities

Ability to handle sensitive information with confidentiality

Reliable transportation and ability to travel between Denver and COS office as needed

HRIS administration experience (BambooHR preferred)

Strong data accuracy / documentation discipline

Comfort managing calendars, workflows, and reporting

Experience coordinating internal events, employee engagement initiatives, or office culture programming; comfortable managing multiple moving pieces with a hospitality mindset