Human Resources Assistant/ Office Coordinator at Intelligent Fire Systems Solutions Inc – Anaheim, California

Human Resources Assistant/ Office Coordinator

Support the People Who Protect Lives Join IFSS as a Human Resources Assistant / Office Coordinator!

Job Title: Human Resources Assistant / Office Coordinator
Company Name: Intelligent Fire Systems & Solutions (IFSS)
Pay Range: $22-26+ per hour (based on experience)
Department: Human Resources
Location: Anaheim, CA
Reports To: HR Manager
FLSA Status: Non-Exempt
Industry: Construction Services / Fire Protection (Commercial, Industrial, Government, Union)

Job Overview

Intelligent Fire Systems & Solutions (IFSS) is seeking a highly organized and detail-oriented Human Resources Assistant / Office Coordinator to support HR operations and daily office coordination. This role plays a critical part in maintaining data accuracy, ensuring compliance, supporting onboarding and benefits workflows, and keeping our Anaheim office running professionally and efficiently.

The HR Assistant / Office Coordinator executes administrative and compliance-related tasks with precision, urgency, and discretion. This position requires strong follow-through, the ability to work within established SOPs and templates, and a commitment to protecting confidential information. If you thrive in a structured yet fast-paced environment and take pride in accuracy, organization, and accountability, this is an opportunity to contribute to a mission-driven team focused on protecting lives and property.

Who We Are

Intelligent Fire Systems & Solutions (IFSS) is a fire-life safety construction and service company founded in 2014 with a clear and unwavering purpose: to protect lives, property, and peace of mind. Built on decades of industry expertise, IFSS delivers fire alarm, very early warning, and life-safety solutions with precision, care, and an uncompromising commitment to doing the work the right wayevery time.

At IFSS, life safety is more than a trade; it is a responsibility we take personally. That responsibility shapes how we design, install, inspect, maintain, and service critical systemsand how we show up for our clients and one another. Our work is grounded in quality craftsmanship, integrity in action, accountability, reliability, and a relentless pursuit of excellence.

Our mission is simple and non-negotiable: to passionately protect lives and assets by delivering exceptional experiences every time. When you join IFSS, you become part of a team that values collaboration, professionalism, and purpose.

Fire, Life, & Your Safety. Always.

Key Responsibilities

• HRIS & Audits

  • Maintain accurate employee data in the HRIS, including job changes, reporting structures, personal data updates, and document tracking.

  • Conduct scheduled audits of employee records to ensure completeness, accuracy, and compliance.

  • Reconcile HRIS data against source documentation; identify discrepancies and escalate findings with proposed resolutions.

  • Generate and validate HR reports (headcount, turnover, PTO balances, training compliance, etc.) and deliver by deadline.

  • Maintain organized, audit-ready digital filing systems with consistent naming conventions and retention practices.

• Onboarding & Training Coordination

  • Coordinate new hire onboarding tasks in alignment with established HR SOPs and timelines.

  • Track completion of onboarding documentation and follow up to ensure deadlines are met.

  • Prepare and distribute welcome communications, policies, and training materials using approved templates.

  • Coordinate with internal stakeholders to confirm workstation access, system credentials, badges/keys, and orientation logistics.

  • Support I-9 workflow coordination and escalate any missing or time-sensitive documentation promptly.

• Benefits Administration Support

  • Support benefits onboarding coordination and ensure eligibility details are accurate and properly transmitted.

  • Maintain benefits tracking logs and verify effective dates and documentation accuracy.

  • Route benefits questions using approved escalation paths.

  • Communicate professionally with internal teams and external vendors to prevent enrollment delays.

• Administrative & HR Support

  • Draft and send HR communications using approved templates, ensuring accuracy and professionalism.

  • Maintain updated company phone directories, rosters, and contact lists with version control.

  • Support HR compliance initiatives, policy rollouts, training reminders, and document tracking.

  • Maintain strict confidentiality when handling employee records, investigations, and HR documentation.

• Office Coordination (Building Support)

  • Serve as the primary point of contact for day-to-day office coordination at the Anaheim location.

  • Manage office supply inventory and vendor coordination for maintenance and services.

  • Support mail handling, routing time-sensitive notices appropriately.

  • Coordinate visitor management and building access procedures.

  • Assist with logistics for orientations, training, and employee meetings.

Qualifications

• 12+ years of experience in HR administration, office administration, or a related support role preferred.

• Familiarity with HRIS systems (e.g., BambooHR, ADP, Paycom) and experience generating reports.

• Strong organizational skills and ability to manage multiple priorities simultaneously.

• High attention to detail with strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Core Competencies

• Detail-oriented with strong data accuracy.

• Accountable and reliable with consistent follow-through.

• Organized and able to prioritize effectively.

• Proactive and solution-focused.

• Discreet and professional when handling confidential information.

• Collaborative and team-oriented.

Benefits

• Competitive hourly compensation

• Medical insurance options

• Paid Time Off (vacation, sick leave, and holidays)

• Ongoing training and professional development

• Career growth opportunities within a growing fire-life safety company

• Supportive, purpose-driven team environment

Work Schedule

• Full-Time

• Monday through Friday

• Standard business hours (occasional adjustments may be required to support HR and office operations)

Work Location

• In-office position based in Anaheim, California

• Primarily office-based with frequent computer and phone use

• Occasional walking within the building for office coordination tasks

Work Environment & Physical Requirements

• Standard office environment

• Frequent computer and phone use

• Prolonged sitting

• Occasional lifting/moving of office materials up to 25 pounds

Equal Employment Opportunity Statement

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status.