About the Role
We're seeking a detail-oriented Operations Coordinator to manage critical operational functions across our organization. This role will serve as the backbone of our people operations, ensuring smooth employee experiences from onboarding through offboarding, managing international visa processes, coordinating payroll and vendor relationships, and creating memorable team experiences.
Key ResponsibilitiesEmployee Immigration & Visa Coordination
- Manage visa application processes for international employees, including H-1B, L-1, O-1, and other work authorization categories
- Coordinate with immigration attorneys and government agencies to ensure timely processing
- Track visa expiration dates and initiate renewal processes proactively
- Maintain organized documentation for all immigration cases
- Stay current on immigration policy changes and their impact on employees
Employee Onboarding & Offboarding
- Orchestrate seamless onboarding experiences for new hires, including documentation, equipment provisioning, and first-day setup
- Coordinate with IT, facilities, and department heads to ensure new employees have everything they need
- Conduct or facilitate orientation sessions covering company policies, benefits, and culture
- Manage offboarding processes, including exit interviews, equipment returns, and system access revocation
- Ensure compliance with all regulatory requirements during transitions
Payroll & Vendor Operations
- Process bi-weekly or monthly payroll in collaboration with finance team or payroll provider
- Manage vendor relationships and ensure timely payment processing
- Maintain accurate employee records in HRIS and payroll systems
- Reconcile payroll discrepancies and address employee questions
- Coordinate benefits administration and enrollment
- Track and manage operational expenses and budgets
Event Planning & Team Experience
- Plan and execute team outings, offsites, and social events that strengthen company culture
- Manage event logistics including venue selection, catering, transportation, and activities
- Coordinate virtual and in-person team building activities
- Handle event budgets and vendor negotiations
- Gather feedback and continuously improve event experiences
QualificationsRequired
- 2+ years of experience in operations, HR, or administrative roles
- Demonstrated experience with payroll processing and vendor management
- Strong organizational skills with exceptional attention to detail
- Excellent written and verbal communication abilities
- Proficiency with HRIS systems, payroll software, and Microsoft Office/Google Workspace
- Ability to handle confidential information with discretion and professionalism
- Proven ability to manage multiple priorities and meet deadlines
Preferred
- Experience with immigration and visa processes
- Event planning or project management experience
- Familiarity with employment law and HR compliance
- Experience with remote or distributed teams
- Knowledge of benefits administration
- Bachelor's degree in Business Administration, HR, or related field
Core Competencies
- Proactive problem-solver: Anticipates needs and addresses issues before they escalate
- Service-oriented mindset: Genuinely enjoys helping people and creating positive experiences
- Cultural sensitivity: Works effectively with diverse, international teams
- Process improvement: Identifies opportunities to streamline operations and increase efficiency
- Adaptability: Thrives in fast-paced environments and handles changing priorities with grace
What We Offer
- Competitive salary and benefits package
- Opportunity to shape and improve organizational operations
- Collaborative, supportive work environment
- Professional development opportunities
