Human Resources Coordinator

Hinshaw & Culbertson LLP is a national law firm with over 500 attorneys across the United States. Founded in 1934 and headquartered in Chicago, we provide sophisticated legal counsel to clients in highly regulated industries, including insurance, financial services, healthcare, and professional services. We also offer strategic business and transactional advice to a wide range of for-profit and nonprofit organizations, including government agencies and educational institutions. Learn more at hinshawlaw.com.

Position Summary:

The Human Resources Coordinator provides critical support to the Human Resources department assisting with recruiting and onboarding, compliance administration, and human resources information system (HRIS) administration. This position serves as a key liaison between HR leadership, attorneys, business professionals, and external stakeholders, ensuring smooth HR operations and a positive employee experience across all firm offices.

Candidates must currently reside in the Eastern Time Zone of the United States.

Responsibilities:

Recruiting and Onboarding

• Coordinate full-cycle recruiting activities for business professional positions, including posting job openings to internal and external job boards, scheduling interviews, coordinating candidate communications, and maintaining applicant tracking records
• Serve as the primary point of contact for candidates throughout the recruitment process, ensuring timely follow-up, professional communication, and adherence to firm standards.
• Manage new hire onboarding processes, including preparation of offer letters, completion of background checks and reference verifications, coordination of pre-employment requirements, and scheduling of orientation sessions.
• Prepare and distribute new hire paperwork, including Form I-9, W-4, state and local tax forms, benefits enrollment materials, firm policies, and confidentiality agreements. Ensure timely submission and proper recordkeeping of all new hire documents.
• Coordinate new employee orientation sessions in collaboration with HR leadership, IT, and practice group administrators. Track completion of required training modules and maintain training records in HRIS.

Compliance

• Assist in maintaining compliance with federal, state, and local employment laws and regulations, including but not limited to Title VII, ADA, ADEA, FMLA, FLSA, OSHA, and applicable state employment statutes.
• Maintain personnel files, I-9 forms, and other employment records in accordance with legal requirements and firm retention policies. Ensure confidentiality and security of all employee records.
• Support the administration and communication of firm HR policies and procedures. Assist in updating employee handbooks and policy documentation as needed.
• Prepare and submit required regulatory filings and reports, including EEO-1 reports, OSHA logs, and other compliance documentation. Coordinate internal and external audits of HR records and practices.
• Respond to employment verification requests, unemployment claims, and other third-party inquiries in accordance with firm protocols and legal requirements.

Employee Relations

• Serve as a first point of contact for employee questions regarding HR policies, benefits, payroll, and general workplace matters. Escalate complex or sensitive issues to HR management as appropriate.
• Coordinate offboarding processes for departing employees, including scheduling exit interviews, collecting firm property, and updating personnel records.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field required. PHR, SHRM-CP, or other HR certification preferred.
• Minimum of three years of experience in human resources coordination or related administrative role. Experience in a law firm or professional services environment strongly preferred.
• Working knowledge of federal and state employment laws and regulations, HR best practices, and compliance requirements.
• Demonstrated experience with HRIS platforms and strong technical aptitude. Advanced proficiency in Microsoft Office Suite. Knowledgeable and experienced using AI tools.
• Excellent written and verbal communication skills. Ability to interact professionally and effectively with attorneys, business professionals, and external contacts at all organizational levels.
• Strong organizational and time management skills with proven ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.
• Resourceful and proactive approach to problem-solving. Ability to work independently and as part of a team.
• Strong customer service orientation with a collaborative, solutions-focused mindset.

Why Join Hinshaw?

At Hinshaw, we foster a collaborative and inclusive work culture. We offer competitive compensation, a flexible benefits program, and a generous 401(k) plan. We are committed to diversity, equity, and inclusion, and provide reasonable accommodations for individuals with disabilities. Joining our team means being part of a firm that values innovation and professional growth in its technology operations, all while maintaining a supportive environment that encourages work-life balance and career development.

Equal Opportunity Statement

We are committed to fostering an inclusive workplace and providing equal employment opportunities to all applicants and employees. Employment decisions are based on business needs, job requirements, and individual qualifications

As an EEO/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant’s age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.