HR Coordinator

Position Summary

The HR Coordinator provides administrative and operational support to the Human Resources function, assisting with daily HR activities, payroll preparation, recruitment coordination, new-hire onboarding, benefits administration, employee records management, and compliance tracking.

A key responsibility of this position is supporting the company's transition to paperless HR operations by digitizing existing employee records, organizing electronic files, and maintaining accurate and confidential personnel documentation.

The HR Coordinator will work closely with the HR Manager to ensure HR processes are completed accurately, deadlines are met, and employees and managers receive timely support. This position is responsible for preparing and coordinating routine HR transactions, with final review and approval provided by the HR Manager as appropriate.

Essential Duties and Responsibilities

1. HR Records Management and Paperless Initiatives

• Scan, digitize, organize, and maintain existing employee files and HR documentation.
• Assist with transitioning paper-based HR processes to electronic recordkeeping and document management systems.
• Establish and maintain consistent electronic file naming conventions, folder structures, and document organization practices.
• Maintain confidential electronic personnel files and ensure documents are stored in the appropriate locations with restricted access.
• Review files for completeness and identify missing, outdated, or incomplete documentation.
• Maintain HR records in accordance with company policies and applicable document retention requirements.
• Assist with developing and maintaining electronic forms, checklists, and HR tracking logs.

2. Payroll Administration

• Prepare payroll information and enter approved employee changes, pay adjustments, and other payroll-related transactions into ADP.
• Assist with reviewing timecards, hours worked, employee status changes, and other payroll inputs for completeness and accuracy.
• Prepare payroll for review and approval by the HR Manager.
• Follow up with employees and managers to resolve missing information, discrepancies, and timekeeping issues.
• Maintain payroll-related documentation and assist with payroll reports and reconciliations as needed.
• Process approved employee changes in accordance with established payroll deadlines and internal procedures.
• Maintain the confidentiality of payroll information and employee compensation records.

3. Recruitment and New-Hire Onboarding

• Coordinate interview scheduling and communicate with candidates and hiring managers.
• Initiate background checks, pre-employment screenings, and other required pre-employment processes.
• Prepare new-hire paperwork, onboarding materials, and employee file documentation.
• Follow up with new hires and managers to ensure required forms, documents, and onboarding activities are completed on time.
• Coordinate new-hire orientation, first-day logistics, and required training assignments.
• Ensure new-hire records are accurately maintained in ADP and applicable HR systems.
• Track onboarding milestones and communicate outstanding items to the HR Manager.

4. Benefits and Leave Administration Support

• Assist with benefits enrollment, employee benefit changes, and distribution of benefits information.
• Respond to routine employee questions regarding benefits and direct complex matters to the HR Manager or applicable benefit provider.
• Maintain benefits-related documentation and assist with enrollment tracking.
• Track leave-related paperwork, deadlines, and employee documentation.
• Assist with coordinating leave communications and return-to-work documentation under the direction of the HR Manager.
• Maintain confidentiality when handling employee benefit and leave information.

5. Employee Lifecycle and HR Administration

• Prepare routine employment letters, employee status change forms, promotion documentation, and other HR paperwork for review and approval as needed.
• Update employee records and process authorized changes in ADP.
• Maintain employee rosters, organizational information, and HR tracking spreadsheets.
• Assist with offboarding activities, including termination paperwork, exit documentation, and employee file updates.
• Coordinate employee acknowledgments, policy distributions, and required HR forms.
• Provide administrative support for employee communications and HR projects.

6. Training, Compliance, and Reporting

• Maintain training records and track required employee training and completion deadlines.
• Follow up with employees and managers regarding outstanding training and documentation.
• Assist with preparing HR reports, audits, employee lists, and other requested information.
• Help maintain compliance calendars and track routine HR deadlines.
• Assist with maintaining accurate I-9 records and other required employment documentation under established procedures.
• Support internal audits and other compliance-related projects as assigned.

7. General Administrative Support

• Respond to routine employee and manager inquiries and direct complex questions to the HR Manager.
• Maintain organized electronic and physical HR records as needed.
• Assist with special projects, process improvements, and other administrative duties as assigned.
• Identify opportunities to improve efficiency, accuracy, and consistency in HR processes.

Qualifications

Education and Experience

• Associate degree in Human Resources, Business Administration, or a related field preferred; equivalent relevant experience may be considered.
• Two or more years of experience in HR administration, payroll support, office administration, or a related role preferred.
• Experience with an HRIS or payroll system; ADP Workforce Now experience is a plus.
• Experience with electronic document management, records organization, or file digitization preferred.

Knowledge, Skills, and Abilities

• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to manage multiple priorities, meet deadlines, and consistently follow up on outstanding items.
• Strong written and verbal communication skills.
• Ability to handle confidential employee, payroll, and benefits information with discretion.
• Strong data-entry and document-management skills.
• Ability to work independently within established procedures and recognize when an issue requires escalation.
• Willingness to learn HR systems, company policies, and applicable employment procedures.

Key Performance Expectations

• Employee records are accurately digitized, organized, and maintained.
• Payroll information is entered accurately and submitted to the HR Manager for review by established deadlines.
• New-hire documentation, onboarding tasks, and required follow-ups are completed on time.
• Employee changes and HR transactions are processed accurately and promptly.
• Training records, benefits documentation, and HR tracking logs remain current.
• Confidential employee information is handled appropriately.
• Administrative processes are completed consistently, with opportunities for improvement identified and communicated.

Working Relationships

The HR Coordinator works closely with the HR Manager, employees, department managers, new hires, payroll contacts, benefits providers, and other external vendors as needed.

Other Duties

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may be modified or additional responsibilities assigned based on business needs.