People Team Coordinator - Pleasanton, CA

Summary:

The People Team Coordinator is an enthusiastic, energetic communicator who thrives on building connections and bringing out the best in the people around them. With exceptional oral and written communication skills the Coordinator provides vital administrative support to the People Team and  the Talent Acquisition team – helping keep our daily operations running smoothly and with a smile. At Calyxo, we believe that a great workplace starts with great people, and the People Team Coordinator is at the heart of that mission.  The role is all about championing our culture –  streamlining processes, sharing exciting employee offerings and spreading the word about our initiatives and programs that make Calyxo a place employees love to work. If you find joy in helping others, going the extra mile to improve someone’s day and being the face of a dynamic team, this role is for you.  This is an in-office position based in Pleasanton, CA. 

In This Role, You Will: 

• Support Talent Acquisition by ensuring a positive candidate experience when candidates engage with Calyxo. 
• Schedule candidate interviews, maintain ongoing communication with hiring managers, interview team, and candidates. Coordinate logistics and fill gaps during the recruiting process. 
• Assist with updating and maintaining Greenhouse, Calyxo’s applicant tracking system. 
• Initiate background checks, trigger onboarding process in HRIS, and manage I9 verification process for all new joiners. 
•  Assist with the employee termination process when appropriate – documentation preparation and coordinating exit procedures.Collaborate with People Team members to ensure a positive onboarding experience including proactive communication around timelines, due dates, and what to expect before and during onboarding. 
• Monitor onboarding systems to ensure new hires are completing tasks by the required due dates. Support day-to-day employee lifecycle processes such as onboarding, data changes, and offboarding by maintaining accurate employee records in HR systems and ensuring timely completion of transactions. 
• Assist in reviewing and improving People team workflows and documentation to enhance efficiency, compliance, and employee experience. 
• Assist with ad hoc projects and reports as needed such as monthly headcount reports and All Employee Meeting materials. 
• Create credentialing letters for all commercial new hires. Update letters and order drug tests, as needed. 
• Assist with Employee Engagement activities 
• Provide administrative support to the whole People Team. 

Who You Will Report To:

• Vice President, People

Requirements:

• Education: 4-year college degree or equivalent experience 
• Experience: minimum 2 years HR admin and/or coordinator experience  
• Work location: Pleasanton, CA 
• Travel: <5% 
• Full time employment 
• Experience working on projects in a cross-functional environment. 
• Exceptional oral and written communication skills 
• Excellent computer skills with multiple programs including the Microsoft Office Suite. 
• Intermediate level skill in Microsoft Excel (eg, using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).  
• Intermediate level skill in Microsoft Word (eg, inserting headers, page breaks, page numbers and tables and/or adjusting table columns). 
• Intermediate level skill in PowerPoint (building professional slide decks with above-average graphics, layouts, images) 
• A natural self-starter with a genuine curiosity and drive to dig in, figure things out, and find solutions – someone who takes initiative without waiting to be asked 
• Compliance with relevant county, state, and federal rules regarding vaccinations. 

Preferred Qualifications: 

• Experience with platforms including Greenhouse, HiBob, and Paylocity. 
• Working knowledge of Microsoft SharePoint for building and maintaining internal intranet pages, document libraries, and HR knowledge resources. 
• Experience working in a customer service oriented/administrative environment. 
• Knowledge of v-lookups and other advanced Microsoft excel skills. 

 What We Offer:

At Calyxo, you will be part of a knowledgeable, high-achieving, experienced and fun team.  You will work in a diverse work environment with experienced, proven leaders and have an opportunity to shape our company culture.  You will experience constant learning and dynamic challenges to help you grow and be the best version of yourself. 

We also offer an attractive compensation package, which includes:

• A competitive base salary of $85,000 - $95,000 and variable incentive plan
• Stock options – ownership and a stake in growing a mission-driven company
• Employee benefits package that includes 401(k), healthcare insurance and paid vacation