HR Administrative Coordinator

Is this you? You're an outgoing, detail-oriented HR administrative professional who enjoys supporting an HR team and takes pride in getting things done efficiently. You thrive on variety, take initiative to improve processes, and bring enthusiasm to everything you do. If that sounds like you, join our dynamic, growing technology company—where our focus on people and results creates a fun, collaborative work environment with excellent benefits and perks

Who are we? Glad you asked Opti9 is a trusted cloud solutions provider committed to delivering industry-leading, tailored solutions that meet the unique needs of businesses across a wide range of industries. We are a premier Veeam partner, as well as an AWS Premier Consulting Partner and Certified Solution Provider. Our expertise includes managed cloud, backup and replication, disaster recovery, security, and Microsoft 365 solutions. In the public cloud space, we specialize in migration, optimization, transformation, and cloud-first application consulting.

What sets us apart? A fun, casual, and collaborative culture that embraces fresh ideas, innovation, and a strong customer-first mindset. At Opti9, we work hard, support each other, and never shy away from a challenge. We believe in balancing results with a positive team spirit—and we're always on the lookout for authentic, accountable individuals who are ready to grow with us and make an impact.

What would you do? This role is a unique blend of administrative and HR responsibilities — perfect for someone who enjoys variety and loves keeping things running smoothly. You'll handle everything from travel coordination, expense tracking, calendar management, and planning fun employee events to supporting HR with onboarding, benefits, payroll assistance, and maintaining employee records. If you enjoy working cross-functionally, balancing administrative tasks with HR responsibilities, and creating a positive employee experience, this is the role for you.

As our HR & Administrative Coordinator, you'll also serve as a key point of contact across departments — ensuring details are handled, priorities are managed, and nothing falls through the cracks. You'll collaborate closely with the HR team on training programs, policy administration, hiring procedures, and day-to-day operations, while also assisting with various administrative tasks.

The ideal candidate is confident managing multiple priorities, communicates clearly, and maintains confidentiality, accuracy, and integrity in all work. You take pride in getting things done efficiently, enjoy building relationships across the organization, and bring a proactive, solutions-oriented mindset to every task.

What are the details?

Primary Responsibilities

Administrative & Office Support

• Serve as the subject matter expert (SME) for our travel management and expense platforms - training new users, creating reports, and ensuring policy compliance
• Coordinate travel and expense management for multiple team members
• Manage calendars, schedule meetings and conferences for our leadership team
• Answer and route incoming calls and manage incoming/outgoing mail and deliveries
• Maintain an organized, inviting office environment by restocking supplies, snacks, and drinks; watering plants; and keeping shared spaces tidy
• Partner with our NY team to order supplies and snacks for the NY office
• Coordinate catering and logistics for employee appreciation events, customer meetings, internal and offsite meetings
• Act as liaison with HR Team when planning events (e.g., happy hours, holiday events, customer and employee outings)
• Support meeting preparation including setup, teardown, and clean up

HR & People Operations

• Assist the HR team with onboarding offboarding processes, benefits administration and employee data maintenance
• Responsible for day-to-day administrative HR tasks - preparing offer letters, scheduling, filing, updating internal databases
• Support payroll activities, including FSA/HSA deductions and reimbursements, and track insurance and COBRA deductions/payments
• Partner with our global Accounting Team to support AR collections and check processing
• Assist with recruiting process - identifying candidates, scheduling interviews, performing reference checks, communicating with candidates
• Serve as the SME for our Applicant Tracking System and e-signature platform – managing templates, users and completed documents
• Compile HR reporting from various systems including the HRIS, ATS and recognition platforms
• Assist with executing and organizing employee engagement initiatives and company events

What do you know?

Knowledge and Experience:

• 2+ years of experience in an HR support role or administrative role
• Proficiency in Microsoft Office 365
• Strong calendar and scheduling management skills, including coordination of complex executive meetings across multiple time zones and stakeholders
• Proven ability to handle confidential information with discretion, professionalism and integrity
• Experience supporting the employee life cycle including onboarding, internal movements and offboarding processes
• Working knowledge of HRIS and payroll systems, experience with Rippling a plus
• Familiarity with HR best practices, compliance standards, and recordkeeping requirements
• Ability to manage multiple priorities and projects simultaneously in a fast-paced environment while maintaining attention to detail
• Strong organizational, analytical, and problem-solving skills, with the ability to identify issues and develop creative solutions
• Excellent written and verbal communication skills with a focus on clarity, tone, and professionalism
• High level of initiative, dependability, and self-motivation, with a proactive can-do attitude
• Exceptional interpersonal and customer service skills, with the ability to build trust and positive working relationships across all levels of the organization
• Demonstrated ability to make timely and informed decisions, knowing when to escalate issues appropriately
• International HR exposure or experience working with global teams is a plus
• Ability to adapt quickly to shifting priorities and evolving business needs
• Experience with data entry, reporting, and document management in HR systems
• Commitment to continuous learning and staying current with HR trends and technologies
• This is not a fully remote position; candidates must be willing to work on-site in our Omaha office at least 3 days/week

What do you get from us?

• Unlimited PTO – That's right Unlimited PTO and paid holidays so you can recharge, take care of what matters, and bring your best self to work
• Flexible Work Options – Enjoy the flexibility of a hybrid schedule with a mix of remote and in-office collaboration
• Health, Dental & Vision Coverage – Comprehensive insurance plans to keep you and your family healthy
• HSA & FSA Plans – Use pre-tax dollars for healthcare and dependent care expenses. Plus, we contribute to your HSA every paycheck
• Wellness Reimbursement – An annual benefit to support your physical and mental well-being, covering a wide range of health-related expenses
• 401(k) with Company Match – Invest in your future with our 401(k) plan and company contribution
• Casual, Supportive Culture – We keep things laid-back but focused, with a strong emphasis on teamwork and accountability
• Recognition & Rewards – We celebrate wins and recognize contributions with regular programs that highlight your impact
• Professional Development – Access learning opportunities, training programs and support for certifications to help you grow your career
• Give Back Together – Participate in group volunteer opportunities and community initiatives that align with our values
• Zoo Membership – Unwind outside of work with a 50% reimbursement on your annual zoo membership
• A Place You'll Want to Be – We're building a team of great people doing meaningful work—and we have fun doing it

Opti9 provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, or any other legally protected characteristic.

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