Location: Greenwood Lake, NY
Employment Type: Full-Time
About Coastal Engineering
Coastal Engineering is a specialized VOSB marine construction firm delivering complex, high-quality waterfront and underwater infrastructure projects along the East Coast. We are driven by a commitment to innovation, safety, sustainability, and executional excellence.
The HR & Office Coordinator plays an important role in supporting Coastal Engineering’s employees and day-to-day operations. This position is responsible for coordinating employee administration, maintaining critical company records and requirements, supporting field personnel, and ensuring the office operates efficiently. The ideal candidate is highly organized, comfortable managing multiple priorities, and takes ownership of recurring responsibilities and deadlines.
Key Responsibilities
- Coordinate employee onboarding from initial paperwork through completion, including new-hire documentation, employee files, system setup, required accounts, and administrative orientation.
- Serve as a resource for employees regarding company systems, administrative processes, documentation requirements, and general HR-related questions, escalating matters to management when appropriate.
- Maintain accurate, organized, and confidential employee records, including contact information, employment documentation, certifications, licenses, qualifications, and training records.
- Manage employee certification and credential tracking, including monitoring expiration dates, communicating renewal requirements, obtaining updated documentation, and maintaining current records in company systems.
- Coordinate employee dispatch documentation for field projects, working with project management and field leadership to confirm assignments, reporting details, locations, schedules, and other mobilization information.
- Manage company business license, registration, permit, and credential records, including preparing applications and renewals, gathering required supporting documentation, tracking deadlines, submitting routine filings, and following up with applicable agencies.
- Maintain company vehicle and equipment administrative records, including registrations, inspections, insurance documentation, renewal requirements, and related compliance records.
- Manage incoming phone calls and general company emails, ensuring inquiries are handled professionally and directed to the appropriate team member.
- Coordinate day-to-day office administrative needs, including calendars, meetings, appointments, internal communications, document preparation, filing, and record organization.
- Maintain office supplies and equipment, monitor inventory, coordinate ordering, and assist with local errands, document pickups, mailings, and deliveries as needed.
- Maintain organized digital and physical filing systems for HR, administrative, project, compliance, and other company records.
- Communicate and coordinate with employees, management, project teams, vendors, government agencies, and other outside organizations to obtain information, documentation, approvals, and other items necessary to keep administrative requirements moving forward.
- Monitor recurring administrative deadlines and proactively follow up on outstanding items to help ensure employee and company requirements remain current.
- Support additional Corporate Services initiatives, administrative projects, and company needs as required.
