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Office Coordinator

| Austin


Position at HotSchedules


HotSchedules is a leading provider of software in the restaurant industry and we are looking for a motivated Office Coordinator to join the Austin team for a fantastic part-time opportunity working 9am to 2pm, Monday through Friday.  With 500 team members in 7 different locations on 3 different continents, we need someone in this role who is as passionate about supporting the needs of our internal (team members) and external customers.  

Job Overview:

In this highly visible front office coordinator role at HotSchedules, you will be the first person people see and talk to, and we’d like someone who can provide a positive first and lasting impression on our guests and team members. We are seeking an outgoing, professional individual who enjoys juggling diverse responsibilities when no two days are ever the same. This role will provide general support to the Austin office and the HR team.  

As a member of the Human Resources team, you will be responsible for supporting new team member orientations, executing the HR anniversary program, planning & facilitating office events, and monthly administration of leadership expense reports.

Position Responsibilities

Office Support

  • Create a positive, professional, and fun environment to work at each and every day
  • Meet and greet incoming front lobby visitors, ensuring guests and team members comply with proper check-in and badging policy
  • Oversee and coordinate the use of conference room calendars
  • Maintain inventory and handle ordering office supplies
  • Monthly administration of expense reports for senior leaders
  • Support the travel needs of the senior leadership and Recruiting department

HR Support

  • Facilitate weekly HR New Hire Orientations
  • Monthly administration of the HotSchedules anniversary program
  • Plan and schedule monthly and quarterly team breakfasts, lunches and/or events and manage the HR budget for these events
  • Assist with Human Resources in various administrative duties on a weekly, monthly, and quarterly basis as needed
  • Ongoing Form I-9 administration and responsible for keeping HR electronic files up to date

Experience with the following is a plus:

  • Extensive knowledge of Google Apps (Gmail, Calendar, Drive, Docs, Sheets)
  • Intermediate level Excel skills


  • Only Austin based candidates will be considered
  • 1-3 years of reception or administration experience in a business environment
  • Have an outgoing, friendly personality
  • Strong customer service skills
  • Strong communication (written and verbal) and relationship building skills
  • Able to multitask and keep workplace distractions from impacting deadlines
  • Fast learner, adept at understanding and articulating new technologies and corresponding value propositions
  • Organized, and self-motivated
  • Demonstrated track record of consistently meeting and/or exceeding performance expectations

We are an Equal Opportunity Employer

All qualified applicants will receive consideration without discrimination because of sex, gender identity, gender expression, sexual orientation, marital status, race, color, age, national origin, military status, religion, or disability or any other legally protected status.



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Technology we use

  • Engineering
    • JavaLanguages
    • JavascriptLanguages
    • PerlLanguages
    • PythonLanguages
    • jQueryLibraries
    • jQuery UILibraries
    • ReactLibraries
    • ReduxLibraries
    • AngularJSFrameworks
    • Node.jsFrameworks
    • SpringFrameworks
    • CassandraDatabases
    • DB2Databases
    • Microsoft SQL ServerDatabases
    • MongoDBDatabases
    • MySQLDatabases
    • RedisDatabases
    • DynamoDatabases
    • S3Databases


Our office overlooks the 360/Pennybacker Bridge in scenic Northwest Austin. From our rooftop deck you can see Lake Austin and beautiful downtown.
Employees say you'll join HotSchedules for the tech and stay for the people

An Insider's view of HotSchedules

What are some social events your company does?

We have Culture Day, where everyone cooks something to eat and drink from different cultures, we also build out a booth and dress like that culture. Then we give everyone a passport that has to be stamped at all the different cultures. It's so fun and our teams really get into it, even making up cultures like The Shire and StarWars.


Sr. Technical Recruiter

What does your typical day look like?

Write some code for a new feature, bug fix, or dev/test tool. Attend a daily stand-up meeting. Sometimes attend a meeting or two. Review code pull requests. Answer questions and help somebody else out with a problem. Oh, and I open a lot of doors on the way to my desk in the morning!


Software Engineer

What makes someone successful on your team?

To be successful at HotSchedules, you have to have an open mind, be self-driven, and willing to go the extra mile. Humility I think is what measures my success. Being able to own your mistakes, figuring out what you can do to improve yourself, and do it.


Project Manager

What kinds of technical challenges do you and your team face?

Every customer is unique and requires their own set of solutions to a wide range of challenges. No two days are alike. I love hearing about these challenges directly from our customers and diving deep to help them find the best path forward.


Solutions Architect

What are HotSchedules Perks + Benefits

Volunteer in local community
We give everyone 4 community service days per year to go and give back to the charity of their choice. We also have one day that we close the entire company down and give back together as a company.
Friends outside of work
Eat lunch together
Intracompany committees
We have a team that is responsible for our office culture. It's called the Torch Team. They plan all of our fun events throughout the year.
Daily stand up
Open door policy
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Pair programming
Open office floor plan
Dedicated Diversity/Inclusion Staff
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Acme employees can contribute up to $3500 annually to their FSA.
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
3 different health insurance plans from United Healthcare. The HDHP premium is covered by the company for you and very small cost for dependents.
Life Insurance
Wellness Programs
Onsite Gym
Retirement & Stock Options Benefits
401(K) Matching
We match .50 on the 1.00 up to 6%, so if you put in 6%, we'll match 3%.
Performance Bonus
We have an annual cash bonus that is based on both company and individual performance.
Child Care & Parental Leave Benefits
Generous Parental Leave
HotSchedules offers 2 weeks of maternity and paternity leave.
Flexible Work Schedule
Company sponsored family events
Acme co. sponsors family oriented events Annually.
Vacation & Time Off Benefits
Unlimited Vacation Policy
Paid Volunteer Time
We give everyone 4 community service days per year to go and give back to their favorite charity.
Paid Holidays
Paid Sick Days
Employees receive 40 hours per year of paid sick leave.
Perks & Discounts
Beer on Tap
Casual Dress
Company Outings
Acme Co. hosts company outings Quarterly.
Game Room
Pool table, foosball table, ping pong table, Xbox and PlayStation.
Stocked Kitchen
Some Meals Provided
We cater in lunch every other Friday.
Happy Hours
We have free covered parking for everyone.
Fitness Subsidies
We actually have a free gym onsite.
Professional Development Benefits
Diversity Program
Cross functional training encouraged
Promote from within
Online course subscriptions available
Customized development tracks

Additional Perks + Benefits

Beautiful 2222/360 location with rooftop deck and outdoor patio.

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