Job Description

Job Description

We’re looking for a People & Office Coordinator, someone who’s friendly, organized, and genuinely cares about creating a welcoming workplace. In this role, your impact will start at the front desk and across the office, helping keep things running smoothly day to day and making sure employees and visitors feel supported.

Over time, you’ll also have the chance to grow into HR responsibilities at a pace that makes sense for you while prioritizing front desk responsibilities. You don’t need to check every single box to apply. What matters most to us is your attitude, curiosity, and willingness to learn. If you’re excited about being part of a people-first team and developing your skills along the way, we’d love to hear from you.

ESSENTIAL DUTIES MAY INCLUDE: 

30-60 days and ongoing:

• Gain familiarity with the tools, technology, and processes used at Puget Systems and review the company’s Common SOPs. 
• Actively participate in meet-and-greets with all departments, focusing on relationship-building across the company.
• Gain familiarity with HR processes and policies. 
• With support and training, start handling basic front-desk tasks, such as answering phones, managing email, handling mail, and welcoming guests. 
• Observe and shadow current processes for scheduling meetings and managing the company calendar(s).
• If available, attend a Safety Committee meeting and Employee Experience Group meeting. 
• Complete prerequisite training for new hires through the Learning Management System (LMS). 
• Engage in a 30-day check in with manager and President to discuss progress, address concerns, and align goals. 
• Perform data entry of Windows keys in service to the supply chain department. 
• Perform basic office maintenance tasks, including: tidying shared office spaces, running the dishwasher in the break room, emptying robot vacuum, run lost and found, swap batteries in lock boxes and clocks, etc.). 
• Perform other duties as assigned. 

3 months and ongoing:

• Take ownership of the Puget Systems company calendar, including scheduling lunch and learns, company lunches, and company events. 
• Regularly attend Safety Committee and Employee Experience Group meetings. 
• Shadow any available Employee Experience projects, and understand the role and expectations of a Project Coordinator. 
• If available, shadow new hire onboarding, including preparation of new hire swag, orientation, I-9 review, and scheduling new hire calendar invitations. 
• Learn the hiring / recruiting process - hiring and communication plans, job posts, interview scheduling, etc. 
• Build strong cross-departmental relationships, and gain familiarity with Puget Systems’ culture and areas of improvement. 
• Administer employee locker assignments, double parking roster, and other shared employee resources. 
• Act as the first point of contact for employee office-related questions. Begin taking on employee HR-related questions, escalating to People & Culture Manager as needed. 
• Handle basic front-desk tasks, such as answering phones, managing email, handling mail, and welcoming guests without direct supervision. 
• Handle scheduling conflicts for shared resources, such as the conference rooms. 
• With support, schedule candidate interviews, coordinate new hire meet and greets, and coordinate new hire onboarding activities. 
• Shadow timecard review, benefits enrollment and COBRA, ordering background checks, and other HR processes. 
• Set up the lobby area for group events, such as All Hands, Lunch and Learns, and department syncs. 
• Support the Purchasing team with restocking office snacks and drinks.

6 months and ongoing:

• Schedule candidate interviews, coordinate new hire meet and greets, and coordinate new hire onboarding activities with limited supervision. 
• Coordinate logistical planning of team interviews, including collecting and organizing talent scorecards after each interview. 
• Begin supporting compliance work, including labor posters, assigning training, OSHA reporting preparation, etc. 
• As available, shadow open enrollment process. 
• Provide suggestions for process or policy improvements. May choose to write and share a Benefit Spotlight to educate employees about a particular benefit or perk. 
• Act as a Project Coordinator and / or Project Executor for company events. 
• Own and maintain the company’s Common SOPs. 
• Begin taking on special projects as approved by the People & Culture Manager. 
• As needed, assist in coordinating travel arrangements and accommodations for various departments. 
• Provide support to the performance review and tier progression process. 
• Attend an HR workshop, seminar, webinar, or external event. 
• Contribute to internal documentation, and identify and implement process improvements to improve the employee experience. 
• Keep the shared office spaces clean and well-maintained without direct supervision.
• Draft and send company-wide communications and announcements. 

12 months and ongoing:

• Develop and implement new office- or HR-related processes and improvement projects. 
• Coordinate and improve annual safety drills and keep track of employee safety certifications. Proactively contribute to Safety Committee meetings and efforts. 
• Organize approved all-company external training. 
• Lead cross-functional projects aimed at improving office operations, hybrid relationships, and efficiency. 
• Act as the first point of contact for general HR questions. 
• Begin seeking out professional development opportunities. Deepen knowledge in at least one area, such as compliance, benefits, employee relations, payroll, or analytics (or, office management). 

EDUCATION, SKILLS & EXPERIENCE:

• High school diploma or equivalent required 
• Strong verbal and written communication skills required
• A customer-focused mindset and ability to approach situations with tact and patience required 
• Strong proficiency with Microsoft Office, Google Suite, or similar ecosystems required
• 1+ years of experience in office administration, HR, or customer service highly preferred
• Experience and/or interest in organizing company events a plus 

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 30 pounds at times.
• Able to work in an office setting. 

COMPENSATION & BENEFITS INCLUDE:

• The compensation range for this position is $22.00 - $33.50 per hour, based on skillset and experience level. This position is FLSA hourly non-exempt. 

Benefits include

• Medical, Dental, and Vision offered and covered at 75% by Puget Systems for the Employee’s coverage
• Paid time off and Sick Time - 2 weeks PTO to start, +1 day / year until they hit 4 weeks
• Paid holidays - 8 days + 1 floating holiday per year
• Paid parental leave - 3 weeks
• Paid Medical Hardship Leave - up to 2 weeks / year
• Paid jury duty leave - up to 2 weeks / year 
• 4% match on 401(k), immediate vesting
• Volunteer Matching Program
• Wellness Reimbursement Program
• Company-sponsored financial counseling

WHO WE ARE:

Puget Systems was founded by Jon Bach in December of 2000. We have just under 70 employees, and operate out of our 14,000 sq foot building in Auburn, Washington. We design and manufacture solution-specific, highly reliable workstations and servers for content creation, engineering, and scientific computing. We are unified in our mission to enable the work of our clients, and provide an unparalleled customer experience. Our core belief is that computers are a tool that should get your work done, and not be a hindrance. Our focus is on the work of our clients, and how our technology enables new and exciting advances in those fields.

HIRING PROCESS 

All candidates must submit a resume to be considered for this position. Applications with a cover letter (send to lian@pugetsystems.com) will be given additional consideration. The hiring process consists of a 45-60 minute first-round Zoom interview and, if it’s a good mutual fit, a 2-hour in-person interview.

A background check is required ahead of your start date. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other protected class.

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