Office/HR Coordinator

About us:

Pacifico Energy is seeking a tech-savvy, proactive, and highly organized

Office / HR Coordinator to keep our headquarters running smoothly while partnering closely with the People team. You’ll be the welcoming face of our office, the engine behind daily operations, and a key player in recruiting, onboarding, benefits, culture, and compliance. Success in this role calls for a critical thinker with

excellent attention to detail

, the poise to stay cool under pressure, and the agility to juggle multiple priorities in a fast-paced, dynamic environment. If you thrive on building relationships, managing schedules, and delivering service at a moment’s notice, we’d love to meet you.

What you get to do:

Front-of-House & Daily Office Operations

- Greet visitors warmly, manage deliveries, answer the main phone line, and triage incoming requests.

- Own mail flow, conference-room calendars, and office-wide communications.

- Conduct daily walkthroughs to keep shared areas spotless; coordinate facilities and plant care.

- Track inventory and restock office/kitchen supplies; keep refreshments and fridge organized.

- Maintain printers and act as liaison with our external IT vendor for day-to-day tech issues.

Meetings, Events & Culture

- Plan and execute on-site meetings, All-Hands, and team events—including logistics, catering, and A/V.

- Lead the Party-Planning Committee for monthly celebrations, milestone events, team-building activities, and the annual holiday party.

Finance, Vendors & Compliance

- Collect receipts and submit monthly expense reports through Expensify; ensure timely reimbursements.

- Book and coordinate domestic and international travel arrangements for employees.

- Serve as point of contact for vendors and service providers; track contracts and service levels.

- Assist with corporate entity registrations and other compliance filings.

Executive & People-Team Support

- Provide calendaring, document preparation, and ad-hoc project support to the Chief People Officer and People team.

- Keep SharePoint and Google Drive organized—manage folder structures, file permissions, and archives.

Recruiting & New-Hire Experience

- Schedule on-site and virtual interviews, reserve rooms, and arrange candidate travel as needed.

- Send welcome emails, set up desks/equipment, initiate background checks, collect I-9s, and guide new hires through their first week.

HR Programs & Benefits Administration

- Maintain employee data; support leave tracking and personnel-file compliance.

- Audit monthly medical, dental, vision, life, and ancillary benefit invoices; resolve discrepancies.

- Administer COBRA: send election notices, track payments, and coordinate with the third-party administrator.

- Drive open-enrollment logistics—info sessions, election collection, and follow-ups.

- Track annual compliance trainings and policy acknowledgments; compile completion metrics.

- Run pulse surveys, wellness initiatives, and recognition programs; report engagement insights.

- File first-report-of-injury forms, coordinate workers’-comp claims, and monitor safety-training records.

Other Duties

- Tackle additional office or administrative tasks as they arise to keep Pacifico running efficiently.

What you bring to the role:

- 2+ years

in office coordination, people operations, or a similar administrative role.

- Tech-savvy

: comfortable with Expensify, HRIS platforms, Google Workspace, SharePoint, and modern collaboration tools.

- Excellent attention to detail

and a passion for process accuracy.

- Welcoming, service-oriented demeanor

with outstanding interpersonal skills.

- Strong organizational and multitasking abilities; stays calm and adaptable under pressure.

- Proven critical-thinking and problem-solving skills in fast-moving environments.

- Superior written and verbal communication; able to represent Pacifico professionally at all levels.

- Discretion with confidential information and a genuine enthusiasm for enhancing the employee experience.

(If you meet most—but not all—of the criteria, we still encourage you to apply.)