Part-Time Office Coordinator / Recruiting & HR Assistant

Position Summary:
Pacifico Energy Group is looking for a tech-savvy, proactive, and highly organized Part-Time Office Coordinator with a heavy lean toward recruiting and HR support. You’ll be the welcoming face of our headquarters, the engine behind daily operations, and a key player in recruiting, onboarding, benefits, culture, and compliance.

This role starts at roughly 20 hours per week, with the flexibility for hours to flex up significantly in the early months to help cover a couple leaves on the People team. Occasional travel to our Dallas office will also be part of the role.

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, sourcing great talent, managing schedules, and delivering service at a moment’s notice, we’d love to meet you.

What you get to do:

Recruiting & Talent Acquisition (Primary Focus)

• Support full-cycle recruiting efforts by sourcing candidates across platforms (LinkedIn, referrals, job boards, etc.).

• Draft and send candidate outreach, including LinkedIn InMails and email reachouts, to build strong talent pipelines.

• Screen resumes and assist with initial candidate assessments as directed by the People team.

• Coordinate recruiting logistics, including scheduling on-site and virtual interviews, reserving rooms, and arranging candidate travel as needed.

• Partner with hiring managers and the People team to ensure a smooth, timely, and positive candidate experience.

• Track candidates and recruiting activity in the ATS or shared recruiting tools.

New-Hire Experience & Onboarding

• Send welcome emails and set up desks/equipment for new hires.

• Initiate background checks and collect I-9 documentation.

• Guide new hires through their first week and ensure a smooth onboarding experience.

HR Programs & Benefits Administration

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

• Help administer benefits, employee records, and People team processes with accuracy and confidentiality.

• 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.

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.

• Support People-team initiatives related to employee engagement, culture, and internal events as needed.

Executive & People-Team Support

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

• Maintain organized and up-to-date HR documentation in SharePoint and Google Drive—managing folder structures, file permissions, and archives.

Finance, Vendors & Compliance

• Collect receipts and submit monthly expense reports through Expensify and/or Bill.com; 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.

Other Duties

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

• Travel to our Dallas office from time to time to support on-site needs

Requirements

What you bring to the role:

• 2+ years in office coordination, people operations, recruiting support, or a similar administrative role.

• Tech-savvy: comfortable with Expensify, applicant tracking systems (ATS), HRIS platforms, Microsoft Suite, 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.

• Flexibility to scale hours up in the early months to support leave coverage.

• Willingness and ability to travel occasionally to our Dallas office.

Ready to keep our office humming and our people thriving? Apply today!