HR Coordinator & Office Manager

HR Coordinator & Office Manager

Location: St. Louis, MO

Enabled Intelligence

Enabled Intelligence, Inc. provides extremely accurate , precise and secure data labeling to help our government and commercial customers effectively deploy reliable and unbiased artificial intelligence technologies. We leverage the unique talents of veterans, people with different abilities, and subject matter experts to unlock the value of data to improve the delivery of public missions and government services, including in agriculture, economic development, education, national security, public health, and transportation . Enabled Intelligence also develops training and test data sets for clients, and overtime will develop AI models for clients .

At EI we respect and celebrate individuals from all walks of life . Our diverse backgrounds, cultures, experiences, and way of thinking make us stronger together and result in the best work products . We are extremely committed to an inclusive, integrated, and welcoming environment where everyone can thrive and grow.

HR Coordinator & Office Manager

The HR Coordinator & Office Manager is responsible for maintaining a secure, organized, professional, and welcoming office environment and coordinating office operations, including facility and vendor management, badge and access administration, security procedures and audits, office opening and closing procedures, supplies and equipment, visitor management, meetings, events, and general administrative support.

The position is expected to independently manage routine HR administrative matters and office operational needs within established company policies, procedures, and assigned authority. Employee relations matters, workplace investigations, leave and accommodation decisions, compensation matters, policy interpretations, disciplinary actions, terminations, and other complex, sensitive, or higher-risk HR matters must be promptly escalated to the Human Resources Manager. The role works closely with HR, Security, IT, leadership, managers, supervisors, building management, and other internal and external partners to support effective St. Louis office operations and employee needs.

Responsibilities

Human Resources Coordination

- Support new-hire onboarding for the St. Louis office, including welcome materials, first-day logistics , workspace readiness, routine document collection, orientation coordination, onboarding checklists, badge/fob coordination, and other onboarding activities in partnership with HR, IT, and Security.

- Serve as the local point of contact for routine HR questions and direct employees to approved policies, benefits resources, or the Human Resources Manager when appropriate .

- Assist with I-9 and E-Verify administration, document collection, and other onboarding compliance steps as directed by the Human Resources Manager.

- Maintain employee files, onboarding records, HR trackers, personnel documentation, and local HR records in accordance with company procedures.

- Support timekeeping and payroll administration by sending reminders, following up on missing or incomplete time entries, collecting routine payroll information, and escalating discrepancies.

- Assist with benefits administration by distributing enrollment information, directing employees to benefit resources, collecting routine documentation, and completing administrative follow-up.

- Coordinate required employee trainings , track completion, send reminders, and maintain training records.

- Support recruiting administration as needed, including interview scheduling, candidate communications, interview materials, and on-site interview coordination.

- Prepare routine HR letters, forms, checklists, and employee communications using approved templates and under the direction of the Human Resources Manager.

- Support employee offboarding administration, including collecting company property, coordinating badge/fob deactivation, completing offboarding checklists, and routing required information to HR, IT, Security, Payroll, and other appropriate teams .

- Track local employee milestones, required documentation, deadlines, and follow-up items and provide updates to the Human Resources Manager.

- Maintain strict confidentiality of employee and HR information and promptly escalate sensitive, unusual, or complex HR matters to the Human Resources Manager or appropriate leadership .

Office Management & Administrative Support

- M aintain a secure, clean, organized, professional, and welcoming workplace for employees, visitors, and guests.

- Coordinate daily office opening and closing procedures

- Receive and check in guests, vendors, and visitors and help ensure team members and guests follow security protocols.

- Manage office access , including creating badges and fobs for new team members

- Conduct monthly office security audits and coordinate with HR and Security to identify , document, and escalate security or access concerns as appropriate .

- Order, maintain , and monitor office, kitchen, and workplace supplies, furnishings, equipment, and work tools, including daily kitchen restocking and coordinating information technology hardware and equipment needs with IT, while staying within established monthly budgets.

- Ensure the office is clean, well-organized, and properly maintained , including daily sanitation of high-touch areas, and coordinate cleaning, maintenance, repairs, or other facility needs as appropriate .

- Serve as the primary local point of contact for building management, cleaning services, maintenance vendors, and other office service providers, including coordinating facility-related requests, repairs, maintenance, cleaning, and attending required floor warden meetings and trainings.

- Receive, screen, and route incoming calls, mail, packages, deliveries, and general office communications.

- Assist with meeting and event coordination, including internal meetings, employee celebrations, team trainings, external offsites, staff retreats, company parties, office lunches, and other company events, including room setup, catering, supplies, logistics , and vendor coordination.

- Provide administrative support to the Human Resources Manager, Executive Leadership, Program Managers, Annotation Team Supervisors, and other leaders as needed.

- Maintain local office calendars, contact lists, seating information, supply inventories, security and access records, and other office and administrative trackers.

- Assist with local emergency preparedness, floor warden responsibilities, safety postings, office security and safety audits, required building trainings , and related administrative or compliance activities.

- Identify office operational, facility, supply, maintenance, or security-related issues; proactively coordinate solutions and escalate matters to HR, Security, building management, or appropriate leadership when necessary.

Required Qualifications and Skills

- Minimum 1 year of experience in HR coordination, office management, administrative support, or a related role.

- E xperience supporting HR and/or office operations, including onboarding, employee records, timekeeping, recruiting, or general administration.

- Strong organizational, communication, problem-solving, and attention-to-detail skills.

- Ability to manage multiple priorities and work independently within established policies and procedures.

- Ability to maintain confidentiality and appropriately escalate sensitive or complex matters.

- Proficiency with Microsoft Office and ability to learn HR, timekeeping, and other company systems.

- Ability to work effectively with a diverse group of people in an inclusive workplace.

- Ability to work full-time onsite in St. Louis, Missouri.

Desired Qualifications and Skills

- Previous HR or administrative experience with a federal government contractor.

- Experience with HRIS, payroll, timekeeping, I-9/E-Verify, or applicant tracking systems.

- Experience supporting office o p eration s, facilities, vendors, security/access, or workplace events.

- Previous experience supporting a small or growing company.

- Bachelor's degree in Human Resources , Business Administration, or a related field.

- SHRM-CP, aPHR , or other relevant HR certification .

- Active se curity clearance or experience working in a secure environment.

Physical Requirements

- Prolonged periods of sitting at a desk and working on a computer.

- Ability to move throughout the office and occasionally lift or move office supplies, packages, or equipment weighing up to 25 pounds.

Background Check & Security Clearance

- Applicants selected will be subject to background security investigation and need to be eligible to receive a US security clearance.