Human Resources Executive Coordinator

Job Description

Job Description

TEMPORARY HUMAN RESOURCES COORDINATOR

Department: A&G

Reports to: VP of Human Resources

WHO WE ARE

Janko Hospitality is a Chicago-based operator of upscale full-service, boutique lifestyle, extended-stay, and select-service hotels throughout the Midwest.  The firm’s award-winning properties within the Marriott, Hilton, Hyatt, and IHG brand families have made Janko Hospitality a 2022 Hotel Business Magazine Top 100 Hospitality Management Company. Janko Hospitality is a growth company focused on expansion through strategic acquisition, development, and third-party management.  With a passion for people, a proven track record of solid financial performance, honorable community involvement, and an unwavering commitment to quality, Janko Hospitality is a management company that will provide an exceptional hospitality experience to guests, owners, and associates.

STATUS

• 5 Month temporary position, (August 2026-January 2027)

BENEFITS

• Competitive compensation package
• Full benefits package, including 401K with matching and paid time off
• Growth company focused on expansion through strategic acquisition and development
• Hotel discounts at locations worldwide.

JOB DESCRIPTION

Under the guidance of the Human Resources Manager, the HR Coordinator plays a critical role in ensuring accurate and timely bi-weekly payroll processing, leave administration, and compliance with employment-related regulations. This role serves as a key point of contact for employees and managers regarding payroll, Leaves of Absence, and general HR procedures, while supporting new hire onboarding, disciplinary guidance, and workplace safety compliance efforts.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll Processing & Tax Compliance

• Process bi-weekly payroll for all employees accurately and on schedule, in accordance with company policy and applicable federal, state, and local regulations.
• Utilize ADP Workforce Now to process payroll, maintain employee records, and generate payroll-related reports.
• Ensure compliance with federal, state, and local tax withholding requirements, including multi-state payroll tax regulations.
• Research and resolve payroll discrepancies, tax notices, and employee pay inquiries in a timely manner.
• Maintain accurate payroll records, including wage garnishments, deductions, direct deposit information, and tax filings.

New Hire Onboarding & Audits

• Conduct bi-weekly new hire audits to verify the accuracy of employee data, payroll setup, and required documentation in ADP Workforce Now.
• Verify and maintain I-9 documentation and E-Verify compliance for all new hires.
• Coordinate new hire onboarding, including orientation scheduling, paperwork completion, and payroll/timekeeping system overview.
• Maintain accurate and up-to-date employee records in the HRIS and payroll systems.

Leave Administration & Compliance

• Administer and track all Leaves of Absence, including FMLA and ADA accommodations, from request through return-to-work.
• Serve as the primary point of contact for employees and managers regarding leave eligibility, required documentation, and process timelines.
• Ensure compliance with applicable federal and state leave laws, maintaining accurate records and issuing all required notices.
• Coordinate with Payroll to ensure leave-related pay adjustments and benefit continuations are processed accurately.

Workers’ Compensation, OSHA & Employee Relations

• Manage workers’ compensation claims and reporting, coordinating with insurance carriers and ensuring timely, compliant documentation.
• Support OSHA compliance efforts, including recordkeeping, incident reporting, and required workplace postings.
• Provide guidance to managers on disciplinary actions, ensuring consistency, proper documentation, and compliance with company policy and employment law.

General Support

• Maintain confidentiality of sensitive employee, payroll, and company information.
• Provide support to the VP of Human Resources on special projects and initiatives as assigned.

QUALIFICATIONS

• High School Diploma or equivalent required; associate or bachelor’s degree in Human Resources or related field preferred.
• Minimum of 2-3 years of experience processing payroll, preferably using ADP Workforce Now; hospitality or hotel industry experience a plus.
• Working knowledge of federal and state payroll tax regulations and multi-state payroll tax compliance.
• Familiarity with FMLA, ADA, OSHA, and workers’ compensation laws and related reporting requirements.
• Strong working knowledge of Microsoft Office Suite (Excel, Word, PowerPoint), with proficiency in Excel for payroll reconciliation and reporting.
• Excellent organizational skills with keen attention to detail and the ability to manage multiple deadlines, particularly around bi-weekly payroll cycles.
• High level of discretion in handling confidential payroll and employee information.