Human Resources Coordinator

General Purpose

The Human Resources Coordinator is responsible for the day-to-day coordination and administration of key human resources programs and processes, with primary responsibility for employee benefits, retirement/401(k), leave of absence and FMLA administration, ADA coordination, and the workers' compensation program.

This position serves as an important resource and point of contact for employees, managers, the Human Resources team, insurance and benefits providers, retirement plan administrators, workers' compensation representatives, and other external partners. The Human Resources Coordinator ensures that employee inquiries, requests, documentation, transactions, and follow-up activities are handled accurately, timely, confidentially, and in accordance with company policies and applicable federal and state requirements.

The position is responsible for maintaining accurate employee and program records, monitoring deadlines and compliance requirements, coordinating communications and documentation, reconciling benefit-related information, and identifying discrepancies or issues requiring resolution or escalation to the Director of Human Resources.

The Human Resources Coordinator also provides general HR operational support, including HRIS maintenance, reporting, recordkeeping, audits, onboarding and orientation support, recruitment assistance, OSHA reporting coordination, and special projects.

Benefits & Retirement Administration

• Coordinate the administration of employee benefit programs, including medical, dental, vision, life, disability, and other company-sponsored benefits.
• Process and monitor new hire enrollments, qualifying life events, status changes, terminations, and other benefit transactions.
• Serve as a primary point of contact for employees regarding benefit questions, eligibility, enrollment, coverage changes, and general plan information.
• Coordinate with benefit brokers, carriers, third-party administrators, and other vendors to resolve employee issues and maintain accurate plan information.
• Reconcile benefit invoices and eligibility records and investigate discrepancies between payroll, HRIS, carrier, and vendor records.
• Support annual open enrollment activities, including employee communications, enrollment materials, system updates, and follow-up.
• Coordinate administration of the company's 401(k) retirement plan, including employee enrollment, changes, eligibility, distributions/terminations, and communication with the plan administrator and other vendors.
• Assist with retirement plan and benefit audits, compliance activities, required reporting, and documentation.
• Maintain appropriate records and documentation related to benefit and retirement plan administration.
• Assist with the administration of COBRA and other applicable benefit continuation requirements.

Leave of Absence, FMLA & ADA Administration

• Coordinate employee requests for leave of absence, including FMLA, military leave, personal leave, and other company-approved leaves.
• Serve as a primary administrative contact for employees throughout the leave process, providing appropriate information, forms, deadlines, and status updates.
• Track leave eligibility, certifications, documentation, deadlines, intermittent leave usage, and return-to-work information.
• Maintain accurate and confidential leave records and ensure required documentation is received and maintained.
• Coordinate with managers, employees, payroll, benefits providers, and other appropriate parties to ensure leave-related information is communicated accurately and timely.
• Support the administration of the ADA interactive process by coordinating documentation, communications, meetings, and follow-up as directed by the Director of Human Resources.
• Maintain appropriate confidentiality regarding medical information and other sensitive employee information.
• Escalate complex leave, accommodation, or compliance matters to the Director of Human Resources as appropriate.

Workers' Compensation & OSHA Administration

• Coordinate the company's workers' compensation program and serve as a point of contact for employees, managers, medical providers, insurance representatives, and claims administrators.
• Coordinate the reporting and documentation of workplace injuries and illnesses.
• Monitor workers' compensation claims, medical updates, restrictions, follow-up requirements, and return-to-work information.
• Maintain accurate and confidential workers' compensation records and claim documentation.
• Communicate with employees and managers regarding claim-related processes and required documentation.
• Coordinate with the workers' compensation carrier and other applicable parties to ensure timely claim processing and follow-up.
• Assist with OSHA recordkeeping and reporting requirements and maintain required documentation.
• Identify and escalate potential compliance issues, unresolved claims, or significant workplace injury matters to the Director of Human Resources.

HRIS, Records & Compliance

• Maintain accurate employee information and employment records within the HRIS.
• Enter, update, and audit employee information related to benefits, leave, employment status, compensation, and other HR transactions.
• Maintain confidential personnel, benefits, leave, workers' compensation, and other HR records in accordance with company policies and applicable requirements.
• Conduct periodic audits of HR data, benefits records, employee files, and HR processes to identify and correct discrepancies.
• Prepare routine reports, spreadsheets, tracking logs, and other HR-related information as requested.
• Assist with compliance reporting, audits, and documentation related to applicable federal and state employment requirements.
• Maintain working knowledge of applicable employment laws and regulations, including FMLA, ADA, COBRA, HIPAA, ERISA, ACA, OSHA, and other laws applicable to assigned responsibilities.
• Maintain confidentiality and exercise sound judgment when handling sensitive employee, medical, benefits, compensation, and organizational information.

General HR Support

• Provide responsive, professional, and customer-focused assistance to employees and managers regarding HR programs, policies, procedures, and processes.
• Assist with onboarding, orientation, recruitment, employment documentation, and other HR activities as needed.
• Support the Director of Human Resources with HR projects, process improvements, audits, research, reporting, and special assignments.
• Assist with developing and maintaining employee communications, forms, procedures, tracking tools, and other HR resources.
• Participate in HR process improvement initiatives designed to increase accuracy, efficiency, compliance, and employee service.
• Maintain professional working relationships with internal and external customers, vendors, benefit providers, insurance representatives, and other business partners.
• Remain flexible and responsive to changing organizational priorities and deadlines.
• Perform other duties as assigned.

Required Qualifications

• Associate's degree from an accredited college or university in Human Resources, Business Administration, or a related field; equivalent combination of education and relevant HR experience may be considered.
• One to two years of experience in human resources, benefits administration, HR operations, or a closely related field.
• Experience with employee benefits, leave administration, workers' compensation, HRIS, or related HR processes strongly preferred.
• Working knowledge of HRIS systems; Paycom experience preferred.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Working knowledge of federal and state employment laws and regulations applicable to assigned HR responsibilities.
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee information.
• Strong attention to detail and ability to accurately manage multiple processes, deadlines, and transactions simultaneously.
• Valid driver's license and ability to maintain approved driving privileges, when required for business purposes.

Preferred Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Two or more years of progressive HR experience.
• Experience administering employee benefits, FMLA/leave, ADA accommodations, workers' compensation, or retirement plans.
• Experience working with Paycom or another integrated HRIS.
• HR certification such as aPHR, PHR, SHRM-CP, or equivalent professional development.

Knowledge, Skills, and Abilities

• Strong interpersonal and customer service skills with the ability to interact professionally with employees at all levels of the organization.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to prioritize competing deadlines and manage multiple HR processes simultaneously.
• Ability to interpret policies, procedures, and regulatory requirements and apply them appropriately.
• Ability to identify discrepancies, investigate issues, and follow through to resolution.
• Ability to communicate sensitive or complex information in a clear, respectful, and professional manner.
• Ability to work independently while recognizing when issues require escalation.
• Strong computer skills and ability to learn and effectively use HRIS, benefits, leave, and other technology platforms.
• Ability to maintain professionalism, discretion, and confidentiality at all times.
• Commitment to providing responsive, equitable, and high-quality service to employees and managers.
• Ability to work effectively as part of a collaborative Human Resources team.

Working Conditions

Work is primarily performed in a professional office environment. The position generally works Monday through Friday, 8:00 a.m. to 4:30 p.m.; occasional work outside normal business hours may be required to meet business needs, deadlines, open enrollment activities, audits, or other time-sensitive HR requirements.


Local travel within the Midlands area may be required for meetings, training, employee support, or other business purposes.

The position may periodically work in other company environments or locations and may be exposed to typical workplace conditions associated with those settings.

Supervision

This position has no direct supervisory responsibilities and reports to the Director of Human Resources. The Human Resources Coordinator is expected to work independently within established policies and procedures while appropriately escalating complex, sensitive, or high-risk matters to the Director of Human Resources.

Typical Physical Demand

The physical demands described below are representative of those required to successfully perform the essential functions of the position. Reasonable accommodations may be made for qualified individuals with disabilities.

• Ability to remain seated and work at a computer for extended periods.
• Ability to stand, walk, bend, stoop, reach, and move throughout an office or other company work environment.
• Frequent use of hands and fingers for keyboarding, data entry, filing, writing, and operating standard office equipment.
• Ability to communicate effectively in person, by telephone, and through electronic communication.
• Ability to visually review documents, computer screens, reports, forms, and other written materials.
• Ability to occasionally lift, carry, or move office materials, files, supplies, or equipment weighing up to approximately 50 pounds.
• Ability to travel locally as required for the position.

Typical Mental Demands:

• Ability to manage multiple priorities, deadlines, and time-sensitive employee matters simultaneously.
• Ability to maintain accuracy and attention to detail when performing repetitive or high-volume administrative tasks.
• Ability to exercise sound judgment when handling confidential, sensitive, or potentially contentious employee matters.
• Ability to analyze information, identify discrepancies, research issues, and determine appropriate next steps.
• Ability to interpret and apply policies, procedures, benefit provisions, and applicable regulatory requirements.
• Ability to remain calm, professional, and service-oriented when responding to employee concerns, difficult conversations, or urgent situations.
• Ability to maintain confidentiality and discretion when handling medical, benefits, compensation, leave, workers' compensation, and other sensitive information.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Ability to work independently, meet established deadlines, and seek guidance when appropriate.
• Ability to communicate effectively with individuals with varying levels of HR knowledge and understanding.

Hazards/Potential Hazards:

Potential hazards may include typical office and workplace conditions such as ergonomic risks associated with prolonged computer use, repetitive motion, static postures, electrical cords, file drawers, and other trip hazards. Depending on the work location, the position may occasionally encounter cleaning products, general workplace equipment, or other environmental conditions.


Employees are expected to follow all applicable safety policies and procedures