Office & HR Coordinator

Office & HR Coordinator

Improvix Technologies | Corporate Headquarters | Reston, VA

Location: Reston, VA - on-site

Reports To: Director of Human Resources

Clearance: None required

Employment Type: Full-Time | Non-Exempt

THE JOB WHERE YOU LEARN HR BY DOING IT

Most entry points into HR are narrow. You get put on one process - recruiting coordination, or benefits, or data entry - and three years later you know that one process extremely well and nothing on either side of it.

This role is the opposite. Improvix Technologies is hiring an Office & HR Coordinator to keep our Reston office running and to support the HR function day to day. Roughly half the work is office and facilities operations; half is hands-on HR administration across the full employee lifecycle - onboarding, I-9 and E-Verify, badging, HRIS records, compliance training, offboarding.

You'll report directly to the Director of Human Resources, who will train you deliberately in HR systems, employment compliance, and lifecycle administration. This is built as a development role: the point is that you leave it qualified for HR generalist or operations management work you couldn't have stepped into before.

WHY PEOPLE TAKE THIS ROLE

• You see the whole employee lifecycle. Onboarding, I-9 and E-Verify, badging, HRIS, compliance training, offboarding. Few roles at this level touch all of it - most specialize you early.
• Structured training, from the top of the function. Your manager is the Director of HR, and training you is part of her job, not a favor. You'll learn compliance from the person accountable for it.
• A real growth path. Company-wide visibility. You'll work across IT, Finance, Recruiting, Security, and leadership. In a company our size, that means people know your name and your work.
• Small enough that you matter. We're a small business, not a ten-thousand-person enterprise. Decisions happen fast, your ideas about how the office should run will actually get tried, and there's no layer of process between you and the person who can say yes.
• Honest about hours. This role is classified non-exempt. If a week runs long, you're paid for it.

WHAT YOU'LL OWN

Office & Facilities

• Run daily operations of the Reston office and keep it organized, professional, and client-ready.
• Coordinate facility maintenance, security access, workspace technology, and conference room scheduling.
• Serve as the point of contact for the landlord, IT vendors, cleaning services, utilities, and other providers.
• Handle space planning and workstation setup for new hires and team reconfigurations.
• Support hospitality and setup for on-site client meetings and company events.

Vendor, Purchasing & Assets

• Manage purchasing and inventory for office supplies, technology accessories, and shared equipment.
• Coordinate IT equipment shipping, receiving, and inventory with the IT team - laptops, monitors, phones, and peripherals for on-site and remote staff.
• Track vendor contracts and renewal dates, flag upcoming decisions, and support the Director of HR on renewals and cost control.

HR Administration & Employee Lifecycle

• Coordinate onboarding logistics - pre-employment documentation, equipment, workspace, and first-day scheduling.
• Complete I-9 verification (in person and virtual) and E-Verify submissions within required timeframes.
• Deliver the New Hire Orientation program so every employee gets the same welcoming, consistent start.
• Coordinate badging and credentialing logistics in support of the Facility Security Officer, and track each case to completion.
• Conduct reference checks and coordinate background screening with our vendor.
• Maintain employee data and status changes in ADP Workforce Now to a high standard of accuracy.
• Keep SharePoint trackers and dashboards current for onboarding, offboarding, badging, clearance, and training.
• Support offboarding logistics - asset recovery, access deprovisioning, and documentation.
• Maintain personnel files and lifecycle documentation in line with retention requirements.

Compliance & Records Support

• Support EEO, VETS, and I-9 recordkeeping under the direction of the Director of HR.
• Assign, track, and follow up on annual compliance training - anti-harassment, ethics, and cybersecurity - through the ADP LMS.
• Maintain training, certification, and professional development trackers, including approvals and reimbursement documentation.
• Help assemble documentation for internal audits and federal reporting cycles.

Administrative & Team Support

• Provide administrative support to leadership - scheduling, meeting coordination, and travel arrangements.
• Act as first point of contact for employee questions and manage the general HR inbox, triaging and escalating as appropriate.
• Maintain internal office procedures, documentation, and calendars.
• Support internal meetings, training sessions, and team events alongside the People Engagement Manager.

Finance & Operations Support

• Track office operations expenses against budget and flag variances.
• Process invoices and coordinate with Accounting on expense questions.
• Support expense reporting and procurement workflows.

WHAT YOU BRING

These are the requirements - everything in “Bonus Points” below is genuinely optional. If you meet this list, apply.

• 2+ years of experience in office management, HR administration, operations coordination, or a comparable administrative role.
• Bachelor's degree in Human Resources, Business, Management, Organizational Leadership, or a related field - or an equivalent combination of education and directly relevant experience.
• Proficiency with Microsoft Office, Excel, SharePoint, and Teams.
• Demonstrated ability to handle confidential employee and company information with discretion and sound judgment.
• Strong organizational, written, and verbal communication skills, with consistent attention to detail and follow-through.
• Ability to work independently, anticipate what's needed, and prioritize competing requests without losing track of any of them.
• Comfort coordinating across IT, Finance, HR, Recruiting, vendors, and leadership.
• On-site presence in Reston, VA. Occasional lifting and movement of office and IT equipment (up to 25 lbs).

BONUS POINTS

• Experience with ADP Workforce Now - but we'll train you on it, so don't let this stop you.
• Background in IT, consulting, professional services, or government contracting.
• Exposure to I-9/E-Verify, EEO or VETS reporting, or other employment compliance work.
• aPHR, PHR, or SHRM-CP certification, or active progress toward one.
• Experience supporting a facility security officer, badging process, or cleared workforce.
• Comfort building a tracker or dashboard in Excel or SharePoint that other people actually use.

WORKING HERE

Improvix Technologies delivers secure, modern, integrated technology solutions that keep the nation's most critical systems running. We're small enough that a good idea reaches a decision-maker in a day, and close enough to the mission that you'll know exactly what your work supports.

A straight answer on location: this role is fully on-site in Reston. That isn't a policy we're quietly planning to relax - the office, the equipment, the I-9 verifications, and the new hires all physically need someone here. If you're looking for hybrid, this isn't the one.

What training actually looks like: the Director of Human Resources will teach you HR systems, employment compliance, and lifecycle administration directly, on a real schedule. As you demonstrate the work, the role is designed to grow toward broader HR generalist or operations management responsibility.

How we work: respect, honesty, integrity, and performance aren't posters in the lobby here - in this role they're the job description. You'll handle confidential employee information, be the first face new hires meet, and be trusted to follow through without being chased.

Ready to apply? Send us your résumé. If there's an office you organized, a process you cleaned up, or a tracker that finally made something visible, tell us about it - that's the conversation we want to have.

WHY IMPROVIX

At Improvix Technologies, we don't just deliver IT solutions - we deliver mission success. Our teams support critical government programs by building secure, innovative, and scalable technology that helps agencies operate more efficiently and securely.

We believe great technology starts with great people, so we invest in our employees' growth, well-being, and long-term success. Our benefits include:

• Competitive compensation and performance-based incentives
• 401(k) with company match
• Three weeks of paid annual leave that increases with tenure
• Comprehensive medical, dental, and vision insurance
• Life insurance and disability coverage
• Transit and commuting benefits
• Professional development and paid training opportunities

EQUAL OPPORTUNITY EMPLOYER

Improvix Technologies, Inc. is an Equal Opportunity Employer and is committed to building a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by federal, state, or local law.

Improvix is committed to providing reasonable accommodations to qualified individuals with disabilities during the application and employment process. If you require assistance or accommodation, please contact our Human Resources team.

Security Clearance / Citizenship Requirements

Due to the nature of our government contracts, U.S. citizenship may be required for certain positions, and some roles may require the ability to obtain and maintain a U.S. government security clearance.

Pay Transparency Statement

In accordance with applicable laws and regulations, Improvix Technologies will not discharge or otherwise discriminate against employees or applicants for discussing, disclosing, or inquiring about compensation.