HR & Operations Coordinator

Position Title: HR & Operations Coordinator

Location: Arlington, VA

Employment Type: Full-Time; Exempt

Reports To: Senior Leadership / Director of Operations

About Q2IMPACT:

Q2IMPACT is a data- and AI-first organization known for delivering innovative, customized solutions in monitoring, evaluation, learning, digital transformation, and performance management for government, security, and development partners. Drawing on deep expertise in advanced analytics, digital platforms, and AI, we help clients solve their most complex data, knowledge management, and operational challenges. Our collaborative culture values curiosity, partnership, and technical excellence.

Position Overview

The HR & Operations Coordinator plays a critical cross functional role supporting Q2IMPACT’s internal operations, human resources, compliance, and workforce management across U.S.based and international government funded programs. This position ensures HR and operational systems are compliant, audit ready, and scalable in alignment with federal contracting, donor, and organizational requirements. The role works closely with senior leadership, project teams, and the business development team to support recruitment, onboarding, policy implementation, consultant engagement, and operational continuity while safeguarding organizational and personnel data.

Requirements

Key Responsibilities

Human Resources & People Operations

· Manage full employee lifecycle activities including recruitment coordination, onboarding, offboarding, personnel file maintenance, and employment documentation in compliance with U.S. labor laws and donor requirements.

· Administer payroll coordination, benefits enrollment, open enrollment cycles, leave administration, and compensation documentation in coordination with finance and external vendors.

· Maintain HR systems, employee records, and document management processes to ensure accuracy, confidentiality, and audit readiness.

· Support goal setting, performance review cycles, job description development, employee relations matters, and internal HR communications.

· Lead All Hands Meetings and support cross team collaboration.

· Serve as a primary point of contact for HR policy interpretation, employee inquiries, and compliance guidance.

Recruiting, Staffing & Proposal Support

· Onboard new staff into Payroll systems and lead onboarding lifecycle with support from supervisors.

· Coordinate recruiting activities for corporate and project based roles, including resume screening, interview scheduling, and candidate communications.

· Support proposal development by managing calls for CVs, recruitment of personnel, compliance checks, labor category alignment, and staffing documentation for government bids.

· Assist with offer letters, employment modifications, consultant agreements, and onboarding tied to contract start dates and funding approvals.

Consultant & Contractor Administration

· Manage consultant onboarding, classification reviews (employee vs. independent contractor), agreement documentation, and compliance checklists. Maintain employee personnel files.

· Track consultant level of effort (LOE), timesheets, invoices, and approvals in accordance with contract ceilings and internal controls.

· Coordinate consultant documentation including NDAs, sole source justifications, and donor specific requirements.

· Draft and create Independent Consulting Agreements and modifications

Operations, Compliance, Office Management

· Support internal operations including timesheet compliance, expense reporting, budget tracking, and operational process improvement.

· Maintain HR and operational policies, manuals, and acknowledgements for U.S. and field based staff, ensuring alignment with federal regulations and award agreements.

· Work closely with IT to maintain company laptops and laptop requests for new hires.

· Prepare internal documentation and support audits, reviews, and compliance assessments related to HR, labor, and operational controls.

· Work with Paylocity to set up new tax codes, register employment for new states for remote workers, and respond to tax notices.

· Support senior leadership in collecting background documents to respond to lawsuits and government audits.

· Complete VETS 4212, EEO, E-Verify, reference checks, and other required reporting.

· Manage daily office operations to ensure a professional, functional, and well‑organized work environment including collecting and filing office mail.

· Ensure visitors are properly added to the Industrious access list and escorted.

· Assist with travel logistics, authorizations, and expense reporting.

· Assist leadership with special projects, reporting, or process improvements as needed.

Communications & Documentation

· Prepare and format correspondence, reports, and internal communications.

· Create SoPs related to HR, travel policies, bonus policies, and HR systems.

· Ensure consistency, accuracy, and professionalism in office documentation.

· Support scheduling, note‑taking, and follow‑up for meetings and action items.

· Create new AI-enabled HR tools and take part in the AI Working Team.

Required Qualifications

· Demonstrated experience in HR operations, compliance, and administrative support within a government contracting or donor funded environment.

· Working knowledge of U.S. labor laws, HR compliance requirements, and consultant/contractor administration.

· Strong organizational, documentation, and process management skills with high attention to detail.

· Ability to manage multiple priorities across HR, operations, and compliance in a fast paced environment.

· Proficiency with HRIS (Paylocity), ATS platforms (Clearance Jobs, Workable), payroll systems (CostPoint), Microsoft 365 Office tools, and E-Verify.

Desired Qualifications

· Experience supporting U.S. government contracts (USAID, DoD, DOS, or similar).

· Familiarity with proposal staffing, labor categories, and compliance matrices.

· Experience supporting security sensitive environments or personnel clearance processes.

· HR certification (PHR, SHRM‑CP) or equivalent experience.

· Bachelor’s degree in Human Resources, Business Administration, Operations, or a related field.