HR Assistant and Office Coordinator

HALLWAY HEALTHCARE INC.•Dublin, CA

16h•$32 - $35•Onsite

About The Position

Hallway Healthcare seeks a professional, organized, and dependable HR Assistant / Office Coordinator to serve as the primary on‑site administrative representative at our Dublin location. This role focuses on HR support and office administration to ensure efficient operations and effective coordination across departments.

Requirements

Minimum of 2 years of human resources experience.
Strong interpersonal and verbal/written communication skills.
Demonstrated ability to handle sensitive personal and medical information with discretion and professionalism.
Highly organized, detail‑oriented, and capable of managing multiple priorities independently.
Proficient with common office technology and tools, including email, document scanning, data entry, and Google Drive/Sheets.
Reliable with consistent in‑office availability.

Nice To Haves

Bachelor’s degree in Management, Human Resources, or a related field.

Responsibilities

Serve as the primary in‑office contact for visitors and manage inbound telephone inquiries.
Support the HR Manager with onboarding and off boarding processes, including ADP, AlayaCare, background checks, employee file maintenance, I‑9 verification, ID badge issuance, and Devero access provisioning.
Coordinate employee communications and maintain accurate personnel documentation and records.
Manage incoming mail: sort, scan, forward to the appropriate department, and retain records for future reference.
Prepare and dispatch outbound mail for employees and external correspondents (including condolences and gifts).
Respond to Unemployment, EDD, and Workers’ Compensation inquiries in accordance with HR Manager guidance.
Oversee procurement, inventory, and distribution of office supplies and equipment (laptops, hotspot devices, etc.); manage shipments to staff and offices.
Manage laptop lifecycle activities associated with onboarding and off boarding.
Fulfill supply and equipment requests as directed by internal teams and coordinate local site visits as required.
Arrange travel for nursing and office personnel as requested.
Administer office vehicle matters, including registrations, insurance, and tolls.
Review, assist with, and track Devero notes for quality assurance and billing; maintain the QA/Payroll tracking spreadsheet.
Oversee vendor billing and payments (e.g., Choice Builder, Devero, eFax, AT&T, Shred‑It).
Support office events and marketing collateral needs (flyers, brochures, postcards, business cards).
Coordinate vendor communications and tax documentation (W‑9, 1099) as requested by management.
Perform occasional miscellaneous administrative tasks as needed.