Job Description
Job Description
HR Assistant and Office Coordinator
Location: Dublin Blvd, Dublin California (On-Site)
Schedule: Monday–Friday, 8:30 AM – 5:00 PM
Compensation: $32-$35/hr. Pay based on experience
Benefits: Medical, Dental, Vision, 2 Weeks PTO, 401(k) after 1 year/1,000 hours worked
Who is Hallway Healthcare?
Hallway Healthcare provides in-home nursing care to retired Nuclear and Federal Workers that have received benefits through EEOICPA or FECA. These are the workers who have retired from Department of Energy facilities such Lawrence Livermore National Lab, Sandia National Lab Lawrence Berkeley National Lab, Stanford Linear, etc. We also serve Federal Workers such as US Postal Workers.
This position plays a key role in welcoming walk-in visitors and Hallway Healthcare’s team. The role also supports daily office operations and HR tasks to ensure smooth workflow and continuity across departments.
Position Summary
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.
Key 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.
Required Qualifications
- 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.
Preferred Qualifications
- Bachelor’s degree in Management, Human Resources, or a related field.
Location and Work Arrangement
- This is an on‑site position based in Dublin, CA.
Equal Employment Opportunity
Hallway Healthcare is an equal opportunity employer. We welcome applications from candidates of all backgrounds and are committed to creating an inclusive work environment.
If you’re someone who enjoys helping people navigate complex systems and thrives in a supportive, service-focused environment, we’d love to hear from you.