HR & Office Coordinator (Bilingual English/Spanish)

Overview

Blue Chip Building Maintenance, a leading commercial cleaning company in NYC, is seeking a highly organized and detail-oriented HR & Administrative Support Specialist to join our team. This role will provide comprehensive HR, payroll, and administrative support to ensure smooth office operations, a positive employee experience, and a respectful workplace culture. The ideal candidate will have hands-on experience with HR processes, payroll administration, and office coordination—along with the flexibility to manage multiple timekeeping systems.

Administrative & Office Support

• Serve as the point of contact for incoming calls, client inquiries, and office visitors, directing them to the appropriate person or department.
• Manage inventory, office supplies, and janitorial equipment orders, maintaining cost-effective procurement practices.
• Schedule dispatch for special projects, coordinate with cleaning teams, and assist with branch-wide initiatives.
• Organize client walk-throughs, team meetings, and keep calendars updated across the organization.
• Maintain office supplies, manage physical and digital files, and ensure a neat, efficient workspace.
• Process accounts payable and receivable, ensuring timely invoicing and follow-ups.
• Use and maintain the company’s CRM system to track client interactions, update contact records, and follow up on leads or inquiries.
• Prepare reports, update records, draft communications, and provide general office support to management and staff.
• Liaise with vendors, contractors, and clients, fostering strong professional relationships.

HR & Payroll Responsibilities

• Conduct daily timecard reviews, address missed punches, and modify/approve entries in multiple systems.
• Post job ads, screen resumes, schedule interviews, and guide new hires through paperwork, orientation, and training.
• Maintain up-to-date employee documentation (e.g., new hires, terminations, changes in status). Address payroll discrepancies, timekeeping errors, and general HR inquiries to foster a respectful work environment.
• Ensure all hiring, timekeeping, and payroll processes meet local labor regulations. Communicate and uphold company policies, reinforcing a culture of respect and service excellence.
• Partner with Operations, Finance, and Customer Service to align on organizational goals and optimize workflows.

Qualifications

• Fluent in English (Required) and Spanish (Preferred)
• 2 years in HR, payroll processing, or office administration (experience in a dynamic environment is a plus).
• Proficiency in timekeeping/payroll systems (e.g., ADP, Paychex, Rippling) and strong Excel skills.
• Experience managing or updating records in CRM systems (e.g., Salesforce, HubSpot, Zoho, etc.).
• Excellent verbal and written communication abilities.
• Highly organized and detail-oriented, capable of juggling multiple tasks in a fast-paced setting.
• Proactive mindset for troubleshooting payroll issues, timekeeping discrepancies, and recruiting challenges.
• Familiarity with Microsoft Office or Google Workspace for daily administrative tasks.

Benefits

• Paid Holidays
• Paid Vacation
• Paid Sick Days
• 401(k) with Match