HR Coordinator & Office Manager

Office Manager & HR Coordinator

Company: MelodiaCare
Location: Fremont, California
Job Type: Full-Time
Salary: $50,000–$60,000 annually

About MelodiaCare

MelodiaCare is a hospice care organization dedicated to providing compassionate, patient-centered end-of-life care to patients and families throughout our community. Our team works collaboratively to support patients with dignity, comfort, and respect while maintaining high standards of care and service.

We are seeking a dependable, organized, and people-focused Office Manager & HR Coordinator to support the daily operations of our Fremont office while coordinating key human resources functions.

Position Summary

The Office Manager & HR Coordinator is responsible for ensuring smooth day-to-day office operations while providing administrative support across recruitment, onboarding, employee records, scheduling, compliance, and general HR activities.

This position serves as an important point of contact for employees, candidates, management, vendors, and other business partners. The ideal candidate is highly organized, professional, approachable, detail-oriented, and comfortable managing multiple priorities in a healthcare environment.

Key ResponsibilitiesHuman Resources Coordination

• Coordinate job postings, candidate screening, interview scheduling, and communication with applicants.
• Assist hiring managers throughout the recruitment and interview process.
• Prepare and organize new-hire paperwork and onboarding materials.
• Coordinate employee orientation and onboarding.
• Maintain accurate and confidential employee personnel files.
• Track required employee documentation, certifications, licenses, training, background checks, and other employment-related records.
• Monitor upcoming document or certification expirations and follow up with employees as needed.
• Assist with employee status changes, resignations, terminations, and offboarding documentation.
• Maintain employee attendance, PTO, and other HR-related records as assigned.
• Support payroll preparation by collecting and verifying relevant employee information and timesheets.
• Respond to routine employee HR questions and direct more complex matters to management when appropriate.
• Help maintain company policies, forms, employee handbooks, and HR documentation.
• Support management with employee engagement activities and internal communications.
• Maintain confidentiality of all employee and company information.

Office Management & Administration

• Manage the daily administrative operations of the Fremont office.
• Ensure the office remains organized, professional, and adequately supplied.
• Order and maintain office supplies and equipment.
• Coordinate with vendors, service providers, and building management when needed.
• Answer and direct phone calls, emails, visitors, and general office inquiries.
• Manage incoming and outgoing mail, packages, documents, and correspondence.
• Organize meetings, calendars, office activities, and internal events.
• Maintain organized electronic and physical filing systems.
• Prepare letters, reports, spreadsheets, forms, and other administrative documents.
• Assist leadership with scheduling and administrative projects.
• Coordinate office equipment maintenance and service requests.
• Help establish and improve administrative procedures to increase efficiency.
• Support other departments with administrative tasks when necessary.

Healthcare & Compliance Support

• Assist with maintaining employee records required for healthcare and hospice operations.
• Help ensure required employment and personnel documentation is complete and current.
• Assist management in preparing employee-related documentation for audits or compliance reviews.
• Maintain confidentiality in accordance with company policies and applicable privacy requirements.
• Work closely with clinical and administrative leadership to support smooth organizational operations.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
• Previous experience in office administration, HR coordination, recruiting, or a similar role preferred.
• Healthcare, hospice, home health, or medical office experience is a plus.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to handle confidential and sensitive information professionally.
• Strong interpersonal skills and ability to communicate effectively with employees, candidates, managers, and external partners.
• Ability to prioritize multiple tasks and work independently.
• Comfortable working in a fast-paced environment where priorities may change.
• Proficiency with Microsoft Office, Google Workspace, and general office technology.
• Experience with HR, payroll, scheduling, applicant tracking, or healthcare software is a plus.

Ideal Candidate

The ideal candidate is someone who enjoys both working with people and keeping operations organized. They are proactive, dependable, and comfortable taking ownership of administrative responsibilities while supporting employees throughout their experience with MelodiaCare.

They should be able to identify what needs attention, follow through without constant supervision, maintain confidentiality, and contribute to a professional and positive workplace.

Compensation

Annual Salary: $50,000–$60,000, depending on experience and qualifications.

Schedule: Full-Time
Location: Fremont, California

Equal Employment Opportunity

MelodiaCare is committed to providing equal employment opportunities and maintaining a respectful and inclusive workplace. Employment decisions are made based on qualifications, experience, business needs, and applicable employment laws.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• HR & Office management: 1 year (Required)

Ability to Commute:

• Fremont, CA 94538 (Required)

Work Location: In person