Office/HR Coordinator - Pacifico Energy Group Limited : Job Details

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.

• 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.)