HR Coordinator

Position Title

Human Resources Coordinator

Department

Human Resources and Payroll

Position ID

FLSA Status

Non-Exempt

Position Reports to (Title)

Human Resources Generalist

Full-time/Part-time

Full Time

Revision Date

October 2024

Position Summary

The HR Coordinator plays a vital role in supporting the Human Resources department by assisting in various administrative tasks and ensuring the efficient operation of HR processes. This position involves handling employee-related matters, maintaining HR records, coordinating recruitment activities, and promoting a positive work environment. The HR Coordinator will be an essential link between employees and HR management, providing assistance and guidance as needed.

Responsibilities and Duties:

Employee Onboarding and Offboarding:

• Prepare offer letters and employment contracts for successful candidates to be signed by HR Director or HR Manager.
• Coordinate new hire onboarding processes, including ensuring that all onboarding documents are properly executed and filed, facilitating new hire orientation and introducing new hires to company policies and culture.
• Administer exit interviews, exit surveys as well as relevant paperwork and collect company property for departing employees as needed.
• Ensure all required documentation is completed accurately and filed appropriately.

HR Record Keeping:

• Process requests through the HR ticketing system, including status changes, terminations, Workers’ Comp Claims Submissions, leave requests, employment verification summaries and other employee profile updates.
• Track and maintain employee certifications in appropriate record-keeping software.
• Maintain and update employee records in ADP and appropriate shared drives.
• Assist in the preparation of legal documentation for HR and Legal teams.
• Assist HR team with regular data audits of all HR systems and record keeping platforms.
• Update HR trackers as needed including but not limited to termination, investigation, new hire and status change trackers.
• Handle confidential employee information with utmost discretion and data security, and escalating disclosure requests to HR Manager or HR Director.

Benefits Administration:

• Support HR team in administering employee benefits programs.
• Assist employees with benefit-related inquiries and facilitate open enrollment processes.

Employee Relations:

• Provide guidance to employees on HR-related policies and procedures.
• Help resolve employee inquiries and escalate complex issues to HR Generalists and/ or HR Compliance teams when necessary.
• Promote a positive work environment and assist in employee engagement and incentive initiatives.
• Promote and participate in Diversity, Equity & Inclusion (DEI) program and its initiatives.

HR Compliance:

• Ensure compliance with employment laws, regulations, and company policies.
• Submit Workers’ Compensation and General Liability claims along with relevant documentation (incident reports, accident/injury reports, DWC1, video footage, witness statements, interactive process forms, medical records and work status reports)
• Assist in Interactive Processes scheduling to accommodate restrictions for Workers’ Compensation and Personal Medical Accommodation in partnership with Workers’ Compensation Specialist & Employee Safety & Health Team.
• Assist in the preparation of HR reports and documentation for audits and various other reporting needs on an ad-hoc basis.
• Assist in the preparation of state and federal compliance notifications and postings.

Training and Development:

• Coordinate employee training sessions and workshops as needed under the direction of the HR Manager
• Track employee training and certification records and monitor compliance with respect to training requirements through the Training Software being utilized.

General Administrative Support:

• Assist in organizing HR events, meetings, and workshops.
• Prepare HR credit card billing for accounting department.
• Processing HR Department expenses through SAP Concur.

Education and Work Experience

• Bachelor's degree in Human Resources, Business Administration, or related field (or equivalent experience).
• Proven experience as an HR Coordinator or in a similar HR administrative role is preferred.
• Knowledge of HR processes, employment laws, and regulations.

Skill Set

• Strong organizational, interpersonal and communication skills.
• Attention to detail and ability to handle confidential information.
• Proficient in HR software (ADP WorkforceNow preferred), MS Office (Word, Excel, PowerPoint), and other relevant tools.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successful perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the incumbent is regularly required to talk or hear.
• The employee frequently is required to use hands, fingers, handle or feel objects, tools and controls.
• The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually moderate and in an office setting.

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Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

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