The Role
The People & Office Operations Coordinator supports HR and office operations, managing logistics, onboarding, employee records, and event coordination while ensuring smooth day-to-day operations in a fast-paced environment.
Summary Generated by Built In
We are hiring a People & Office Operations Coordinator to support our New York office. We are a hybrid team with employees across many states and three countries, with an in-office presence at our Nolita/SoHo HQ in New York. The day-to-day experience of our New York office is important to our company culture, and this role keeps that experience running smoothly.
This is a strong opportunity for someone early in their People Operations career who wants to build real skills quickly. Reporting to the Senior Director of People, you will work closely with our People Operations Manager and recruiting team, with exposure to the full range of People team work at a 75-person, fast-moving software company. You will be our primary on-site presence at HQ, keeping the office running day to day. This is a high-volume, execution-focused role ideal for someone who thrives in fast-paced, startup environments and enjoys working with data, systems, and process improvements.
Core Responsibilities
People Operations
- Support People Operations with global employer of record administration, including employee data coordination and documentation
- Support new hire onboarding logistics, including HRIS data entry, scheduling coordination, and day-one readiness
- Maintain People team file systems and employee records for accuracy and accessibility
- Audit job descriptions and employee data files, flagging gaps and inconsistencies for review
- Handle employee-facing support (internal customer service)
- Support People team events and employee experience programming
- Provide delegated scheduling and calendar coordination support for the CEO as directed by the Senior Director of People, including rescheduling logistics and day-of coordination
- Support offboarding processes
- Manage background checks and follow-ups
- Assist with other internal HR operations and documentation projects as needed
- Identify opportunities to improve workflows and processes
Office Operations
- Manage day-to-day HQ logistics: mail and packages, common area upkeep, and vendor coordination for cleaning, facilities, and supplies
- Manage snack and beverage inventory and ordering against budget
- Provide logistical support for on-site visits, office events, or team events, including team lunches, seasonal gatherings, and ad hoc celebrations
- Coordinate with building management on maintenance issues and escalations
- Monitor federal, state, and local employment and workplace regulatory updates; flag changes that may require action; and maintain current postings and required documentation
- Flag office needs, gaps, and escalations to the Senior Director of People as they arise
Recruiting Support
- Provide administrative support to the recruiting team, including interview scheduling, candidate communications, and other projects as needed
Required Qualifications
- 1 to 3 years of experience in office operations, workplace coordination, HR coordination, or a people operations role
- Exercises discretion and maintains strict confidentiality when handling sensitive employee information, including compensation, performance, and personal data
- Strong attention to detail with a high level of accuracy
- Takes initiative and proactively identifies gaps within their scope
- Able to manage several workstreams simultaneously and reprioritize when things shift
- Strong written and verbal communication skills, with good judgment about how to interact with people at every level of the organization
- Comfortable with G Suite and quick to learn new tools
- Experience with an HRIS (BambooHR and/or ADP preferred) and familiarity with an ATS is a plus
- A proactive thinker who looks for ways to improve and streamline and automate processes
- A team player who communicates effectively in a fast-moving environment
Preferred Qualifications
- Prior experience at a startup or fast-moving tech company
- A genuine interest in office experience and a good eye for what makes a shared space work
Compensation: $80,000 - $93,000 annually plus benefits, options, and perks
Skills Required
- 1 to 3 years of experience in office operations, workplace coordination, HR coordination, or a people operations role
- Strong attention to detail with a high level of accuracy
- Strong written and verbal communication skills, with good judgment about how to interact with all levels
- Comfortable with G Suite and quick to learn new tools
- Experience with an HRIS (BambooHR and/or ADP preferred) and familiarity with an ATS is a plus
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The Company
What We Do
nTop (formerly nTopology) was founded in 2015 with the belief that engineers’ ability to innovate shouldn’t be limited by their design software. We’re bringing additive manufacturing to mainstream production by enabling engineers to create complex geometries, optimize instantaneously, and automate workflows to create groundbreaking products in record time.
