HR Admin and Operations Coordinator

1 month ago


Foster City CA United States Russell Tobin Full time

Russell Tobin has an opening for an HR and Office Operations Coordinator in Foster City, CA This is an on-site position contact to hire The client is in the biopharmaceutical industry.

Location: On-site in Foster City

The HR and Office Operations Coordinator will support key HR and recruitment efforts while also handling essential office administrative tasks. In this hybrid role, the Coordinator will manage the end-to-end candidate experience, assist in fostering employee engagement, and support day-to-day office operations. This role will collaborate closely with internal stakeholders, including hiring managers, to ensure a seamless recruitment process, and will contribute to maintaining a positive,

Role and Responsibilities:

Recruiting and HR Responsibilities:

  • Manage the candidate experience from scheduling phone/video calls to coordinating on-site interviews.
  • Communicate professionally with candidates and internal stakeholders while maintaining confidentiality at all times.
  • Schedule interviews and phone screens, working directly with candidates, hiring managers, and, when applicable, coordinating travel for visiting candidates.
  • Coordinate post-interview debrief meetings and provide debrief materials to hiring teams.
  • Update job postings in recruiting systems and external websites.
  • Track recruiting activities and candidate statuses in various reports.
  • Employee Engagement Responsibilities:
  • Facilitate the onboarding process for new hires, including coordinating with the hiring team and scheduling required meetings for their first week
  • Coordinate New Hire desk setup, including ergonomic requests
  • Organize and distribute New Hire swag and facilitate new hire wall photo updates.
  • Assist with event planning for company-wide activities (e.g., holiday events, picnics).
  • Support the Culture Committee and help schedule team-building activities
  • Office Administrative Responsibilities:
  • Handle weekly breakroom orders, monthly coffee orders, and twice-weekly lunch orders
  • Ensure the office is well-stocked with necessary supplies and equipment for smooth operations

Education, Experience and Qualification Requirements:

  • 2+ years of experience in an HR, or office administration role.
  • Experience with scheduling interviews, working with Applicant Tracking Systems (ATS), and general office operations.
  • Core Competencies, Knowledge and Skill Requirements:
  • Strong customer focus with excellent attention to detail.
  • Exceptional organizational skills and the ability to manage multiple tasks in a fast-paced environment.
  • Strong oral and written communication skills.


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