Jobs at Intellivo (Now Hiring) — 5 open

Office & People Operations Coordinator

Role Summary

The Office & People Operations Coordinator provides administrative, operational, and employee support across the organization, serving as a key point of coordination for both office operations and human resources activities. This role helps ensure a welcoming, organized, and efficient workplace while supporting core People Operations processes such as onboarding, employee records, HR communications, scheduling, compliance tracking, employee events, and general administrative support.

This position is ideal for a highly organized, service-oriented professional who enjoys variety, handles confidential information with discretion, and takes pride in creating a positive employee and visitor experience.

Core Responsibilities

Office Administration

• Serve as a primary point of contact for office-related needs, visitors, vendors, and general workplace inquiries.
• Help maintain a professional, organized, and welcoming office environment.
• Coordinate office supplies, equipment, mail, shipping, meeting spaces, and general office logistics.
• Support vendor relationships related to office services, facilities, supplies, maintenance, and other administrative needs.
• Assist with scheduling, preparing materials, and coordinating logistics for meetings, events, interviews, and employee gatherings.
• Partner with building management, facility contacts, or internal stakeholders to address office maintenance or workplace needs.
• Support internal communications related to office updates, events, closures, visitor procedures, or workplace guidelines.
• Assist with invoice processing, purchase requests, expense documentation, or budget tracking related to office operations, as needed.

People Operations / HR Coordination

• Support the onboarding process by coordinating new hire paperwork, schedules, communications, orientation logistics, and first-day preparations.
• Assist with offboarding activities, including checklists, exit logistics, equipment return coordination, and documentation.
• Maintain accurate employee records and HR files in accordance with company procedures and confidentiality expectations.
• Support HR system updates, employee data entry, reporting, and routine audits to help ensure information is accurate and current.
• Help track required employee acknowledgments, training completion, policy updates, and other compliance-related activities.
• Support recruiting coordination, including interview scheduling, candidate communication, meeting logistics, and applicant tracking updates.
• Assist with employee engagement activities, recognition programs, culture initiatives, wellness events, and internal celebrations.
• Respond to routine employee questions or direct employees to the appropriate People Operations resource.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Provide administrative support to the Senior Director of People Operations and People Operations Manager as needed.

General Administrative Support

• Prepare, proofread, organize, and distribute documents, presentations, reports, forms, and correspondence.
• Maintain calendars, schedules, files, trackers, and recurring administrative processes.
• Identify opportunities to improve administrative workflows, employee experience, and office efficiency.
• Support special projects related to People Operations, employee experience, compliance, office operations, or organizational initiatives.
• Perform other related duties as assigned.

Qualifications

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and details.
• Excellent written and verbal communication skills.
• Professional, approachable, and service-oriented demeanor.
• Ability to handle confidential information with discretion and integrity.
• Proficiency with Microsoft Office or similar productivity tools.
• Comfortable learning and using HR systems, applicant tracking systems, payroll platforms, collaboration tools, or other business software.
• Strong attention to detail and accuracy in data entry, documentation, scheduling, and follow-up.
• Ability to work independently while also collaborating effectively with team members and employees at all levels.
• Reliable onsite presence and ability to support daily office operations in St. Louis, Missouri and Memphis, Tennessee.

Experience

• 2 or more years of administrative, office coordination, HR support, recruiting coordination, employee services, or related experience.

Required Competencies

• Organization and follow-through
• Confidentiality and discretion
• Customer service mindset
• Communication
• Attention to detail
• Adaptability
• Problem-solving
• Collaboration
• Professional judgment
• Initiative

Education

• High school diploma or equivalent required; associate degree or equivalent experience preferred.

License/Certification

• HR-related coursework/certification is a plus but not required.

Preferred

• Prior experience supporting an HR, People Operations, Talent, or Employee Experience function.
• Experience with onboarding, employee records, recruiting coordination, or HRIS data entry.
• Familiarity with employment documentation, confidentiality practices, and basic HR compliance processes.
• Experience coordinating meetings, events, employee activities, or office operations.
• Associate or bachelor’s degree in human resources, business administration, communications, or related field.
• Experience working in a professional services, corporate office, healthcare, or similar business environment.
• Comfort working with employees, candidates, vendors, and visitors in a front-facing or service-oriented role.