Human Resources Coordinator

Job Description

Job Description

Position Purpose

The Human Resources Coordinator serves as the primary onsite point of contact for the day-to-day human resources needs of House of Possibilities (HOPe). Working under the direction of the Chief Operating Officer and in close partnership with HOPe's outsourced human resources provider, the Hilb Group, the HR Coordinator manages the administrative, record-keeping, research, and coordination functions that keep HR operations running smoothly.

This position serves as the conduit between HOPe staff and the outsourced HR provider--researching questions, preparing and organizing paperwork, maintaining accurate personnel records, and tracking HR activities and deadlines. The HR Coordinator does not replace the outsourced provider's role in personnel matters; supervisors continue to contact the Hilb Group directly for guidance on employee-relations and personnel issues.

The following represents a list of essential duties and responsibilities; other duties may be assigned as required.

• HR Coordination and Provider Liaison: Serve as the main onsite point of contact for general, day-to-day HR questions and needs; act as the primary liaison between HOPe and the Hilb Group by relaying information, gathering documentation, researching HR-related questions and requirements, following up on open items, and directing personnel and employee-relations matters to the Hilb Group as appropriate.

• Personnel Records and HR Administration: Maintain accurate, complete, and confidential physical and electronic personnel files and HR records; prepare, process, and track HR paperwork and forms; organize current HR forms, templates, policies, and the employee handbook; and handle all sensitive employee information with discretion, professionalism, and sound judgment.

• Employee Lifecycle, Recruitment, and Payroll Support: Coordinate administrative components of the employee lifecycle, including approved job postings, interview scheduling, candidate communications, new-hire paperwork, I-9 and E-Verify documentation, offer and status-change letters, offboarding checklists, and the collection and verification of timekeeping records and related payroll documentation for submission to the appropriate party.

• Benefits and Leave Administration: Assist with benefits administration in coordination with the Hilb Group by distributing enrollment materials, collecting forms, and answering or routing routine employee questions; administer leave-of-absence paperwork, including MA PFML and other applicable federal and state leave such as FMLA, by intaking requests, submitting required forms and notices, coordinating with relevant parties, and tracking eligibility, certifications, approvals, intermittent usage, and return-to-work dates.

• Compliance, Training, and Communications: Track and monitor HR deadlines and compliance requirements, including trainings, certifications and licensure, performance-review due dates, and background-check renewals; issue supervisor reminders; and support employee training coordination, HR communications, and required compliance postings.

• HR Data and Reporting: Maintain HR trackers, spreadsheets, and logs, and generate routine reports on headcount, turnover, and other HR metrics as requested.

• 3+ years of experience in an HR support, administrative, or coordination role; experience in a nonprofit or human services setting preferred.

• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple tasks, deadlines, and records accurately.

• Demonstrated ability to handle confidential and sensitive information with discretion and integrity.

• Excellent written and verbal communication skills.

• Proficiency with office and HR technology, including Google Workspace (especially Google Sheets and Docs) and familiarity with HRIS or payroll systems.

• Working knowledge of basic HR practices, employment recordkeeping, and applicable federal and Massachusetts employment regulations--or the ability to research and learn them quickly.

• Ability to work independently, take initiative, and follow through with minimal oversight, while knowing when to escalate matters to the COO or the outsourced HR provider.

• Strong customer-service orientation and a professional, approachable demeanor.

• Alignment with HOPe's mission and a high regard for the dignity of the individuals it serves.

• Associate's or Bachelor's degree in human resources, business administration, or a related field preferred; equivalent experience considered.

• Professional HR certification (e.g., SHRM-CP or PHR) a plus.

• Valid driver's license.