Executive Assistant/HR Coordinator

HR Coordinator & Executive Assistant to the Vice President

QualityPro Pest & Wildlife Services

Job Type: Full-time, 40 hours per week Work Location: In person

About QualityPro

QualityPro Pest & Wildlife Services is a family-owned company serving Westchester, Putnam, Rockland, and Bronx counties in New York and Fairfield County, Connecticut. Since 2004, we have helped residential and commercial customers protect their properties through professional pest control, wildlife removal, exclusion, and prevention services.

We are seeking an organized, dependable HR Coordinator & Executive Assistant to support and help keep employee, financial, and administrative processes running smoothly.

About the Position

This role combines recruiting and employee onboarding with executive assistance and routine bookkeeping support. You will help attract and welcome new employees, maintain accurate records, process payments and vendor invoices, and keep the Vice President informed and organized.

The ideal candidate takes initiative, follows through on assignments, handles confidential information with discretion, and enjoys supporting a growing team.

Responsibilities

Recruiting & Hiring

• Post and maintain job openings on Indeed and other recruiting platforms.
• Review applications and conduct initial phone/video screenings.
• Schedule interviews and coordinate communication with candidates.
• Check references and prepare approved offer letters.
• Track applicants and keep management informed of hiring progress.

Onboarding & HR Administration

• Coordinate new-hire paperwork and maintain complete employee files.
• Assist with payroll setup, benefits enrollment, and employee information updates.
• Coordinate uniforms, equipment, system access, and training schedules.
• Track time off, employee acknowledgments, and required licenses or certifications.
• Help coordinate employee reviews and follow up on outstanding paperwork.
• Assist with employee departures, including documentation and company property returns.
• Refer sensitive employee concerns and policy questions to management.

Executive Assistance

• Prepare correspondence, reports, meeting materials, and other documents.
• Track action items, deadlines, and projects to ensure timely follow-through.
• Assist with travel arrangements, research, and special projects as needed.
• Assist with Inventory/Organization or Inventory warehouse
• Communicate professionally with employees, vendors, clients and business contacts.

Payments, Vendor Invoices & Office Administration

• Open, sort, and distribute incoming mail; flag urgent items.
• Enter customer payments and apply them to the correct accounts.
• Scan checks for remote bank deposit and maintain deposit records.
• Accounts Receivable/Accounts Payable
• Enter vendor invoices, verify supporting documentation, and submit bills for approval.
• Coordinate client certificate of insurance requests with our insurance provider and track completion.
• Identify discrepancies and coordinate corrections with management or the bookkeeper.
• Scan, file, and organize financial, employee, and business records.

Qualifications

• At least three years of relevant experience in HR coordination, executive assistance, office administration, or a combination of these areas.
• Hands-on experience with recruiting and employee onboarding.
• Experience entering customer payments, vendor invoices, or other bookkeeping transactions.
• Strong organizational skills and attention to detail.
• Professional written and verbal communication skills.
• Ability to prioritize competing deadlines and follow through with minimal supervision.
• Sound judgment and discretion when handling confidential employee and financial information.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Comfort learning payroll, accounting, recruiting, and customer management software.

Preferred

Experience with Gusto, QuickBooks, Microsoft, Muse AI, GorillaDesk CRM, and experience supporting a service-based business.

QualityPro Pest & Wildlife Services is an equal opportunity employer.

Pay: From $25.00 per hour

Benefits

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off
• Parental leave

Work Location: In person