Operations Coordinator

About PADCOM

PADCOM is a certified DBE/SBE/MBE/LBE/LSBE construction and program management firm supporting major public infrastructure programs across Southern California, including aviation and transit. Most of our team works remotely or in the field. You would be the operational anchor in our Cerritos office.

What you’ll do

Payroll and finance

• Run payroll in Rippling, collecting and verifying timesheets from a remote and field-based team
• Prepare client invoices in QuickBooks from approved contracts, rates, timesheets and expenses
• Maintain an invoice tracker, and follow up on missing timesheets, approvals and overdue receivables
• Organize receipts, vendor invoices and reimbursements, and support accounts payable and receivable with our accountant
• Track subscriptions, vendor renewals and insurance certificates

HR and people operations

• Own the full onboarding process for employees and independent contractors, from accepted offer through the first weeks: eligibility documents, background checks, agreements, benefits, equipment and account access
• Own offboarding: final documentation, return of company property, system access removal, benefits information and exit interviews
• Coordinate recruiting logistics: interviews, candidate communication, reference checks, offer documents
• Administer employee records and workflows in Rippling (training provided)
• Maintain confidential personnel files, and track reviews, training, certifications, licenses and handbook acknowledgments
• Answer routine employee questions, and escalate sensitive matters to leadership

Clients and communication

• Act as the day-to-day point of contact for client requests and follow-ups
• Format employee resumes to client and proposal requirements, and submit them with staffing packages
• Attend meetings, write minutes, and distribute them with action items and follow-through
• Support proposal and business development administration

Executive and office support

• Manage executive calendars, travel and correspondence
• Run the Cerritos office: mail, equipment shipping and recovery, landlord and vendor coordination
• Build SOPs, checklists, trackers and a central calendar of company deadlines

What we’re looking for

• 3+ years in operations, payroll/HR administration, bookkeeping support or office management
• Hands-on payroll and timekeeping experience (Rippling, ADP, Gusto or similar)
• Working knowledge of QuickBooks and invoicing (professional-services billing is a plus)
• Experience with onboarding, personnel records and confidential employee information
• Strong Word and PDF formatting skills, with an eye for clean, consistent, professional documents
• Excellent written communication and professional client-facing polish
• Highly organized, with a habit of following up without being asked
• Strong Microsoft 365 or Google Workspace skills
• Based in Southern California, with a valid driver’s license and reliable transportation
• A plus: consulting, engineering, construction or professional-services experience

What success looks like in six months

Payroll and invoicing run on a reliable schedule. Onboarding and offboarding follow documented checklists, and resumes go out to clients clean and on time. Employee files and compliance reminders are accurate. Leadership trusts that details get handled without reminders.

Why this role

High visibility, direct access to leadership, and real ownership. Rippling experience isn’t required, and we’ll train the right person. We hire for judgment and follow-through.

PADCOM is an equal opportunity employer.