HR Coordinator

Job Title

HR Coordinator

Job Description

The HR Coordinator serves as the administrative support to Western States' HR, Talent Acquisition, and Safety teams ensuring compliance, efficiency, and adherence to established processes. This position requires versatility, exceptional communication skills with ability to work independently and prioritizing tasks. Duties include offer letters and new hire processes, HR benefits coordination, employee document support, and various administrative functions for Western States' Safety initiatives, random drug testing program, and driver file maintenance.

About Western States

Since 1956, Western States Equipment Company has been a leading employer across Idaho, Oregon, Washington, Montana, and Wyoming. We are driven by our mission of solving our customers' toughest challenges, guided by our core values of Safety, Excellence, Teamwork, Integrity, Accountability, and Innovation.

By joining Western States, you commit to upholding these values while contributing to our purpose of building our communities for a better tomorrow. Safety and our Customer Care Commitment remain foundational to our mission and the standard by which we measure our success.

Safety

• Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free work areas to ensure safe environments for all WSECO employees.
• Adheres to required personal protective equipment (PPE) as identified in safety policy.

Customer Care Commitments

• Convey Warmth and Empathy – Acknowledge customers and greet everyone with an authentic smile.
• Actively Listen – Give your full attention, make eye contact, avoid interrupting, and ask clarifying questions.
• Build Trust – Take ownership, act with urgency, and follow through on commitments.
• Say Thank you – Express genuine appreciation for effort, feedback, and collaboration.

Essential Functions

Human Resources and Talent Acquisition

• Assists Talent Acquisition in administering the offer letters and hiring processes by utilizing the Applicant Tracking System (ATS), Docusign, and background vendor platforms to coordinate pre-employment screening and new hire document tracking.
• Assists Talent Acquisition in coordinating department requests to ensure new hire needs are processed timely. This includes IT, Finance, Fleet, and Training requirements.
• Maintains HRIS digital filing system while ensuring confidentiality and compliance, according to data protection regulations. This includes all current and terminated personnel files, I9's, new hire related documents, and offsite records.
• Processes manager requests for org chart changes, internal transfers and promotions, and other employee changes within the HRIS.
• Initiates termination process in HRIS, files supporting documents, and administrates exit surveys.
• Records all new hire and transfer data into HRIS to include reviewing documents for accuracy, assigning I9's, and verifying as needed.
• Assists HR Generalist with benefits documents and tracking.
• Resets HRIS passwords for all employees and assigns security key fobs, as needed.
• Assists HR team with compliance-related activities, tracking, and HR email administration.
• Supports department projects such as open enrollment, wellness initiatives, etc.
• Opens and distributes mail.
• Performs other duties as assigned.

Safety

• Maintains company driver files and administers fleet management software, ensuring compliance with all applicable DOT, federal, and state laws. Duties include MVR audits, new driver assistance, and requesting required documents. (i.e. valid drivers license, Med Cards, and CDL requirements)
• Assists with coordination of quarterly drug testing and invoice coding. Maintains employee rosters and drug testing records.
• Ensures compliance with Federal Railroad Administration requirements such as background checks, training, badges, and file documentation.
• Monitors the Safety Administration and Driver File inboxes to ensure satisfactory and responsive customer experience with our employees.
• Assists with other safety projects, campaigns and tasks as needed.

Knowledge Skills and Abilities

• Excellent verbal and written communication skills, strong detail orientation, and multitasking skills required.
• Experience and proficiency in Microsoft suite and Adobe
• Experience maintaining digital files or general knowledge of HRIS platforms and functionality.
• Ability to handle sensitive information with respect to individual and corporate confidentiality.
• Ability to develop and maintain effective working relationships with others.
• Provides exceptional client service.
• Consistent attendance.

Education and Experience

• Proof of high school diploma or General Education Degree (GED).
• Minimum of two years of comparable administrative experience required; HR experience preferred.
• Must be able to communicate (speak, read, comprehend, write in English).

Physical Characteristics

• Must be able to sit for long periods along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
• Able to lift up to 30 lbs in accordance with Western States' Lifting Safe Work Practice to include amount and approach.
• Must be able to meet all safety requirements for applicable safety policies.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.