HR & Operations Coordinator

HR & Operations Coordinator

Lib's Catering is the off-premise catering arm of #GoodGroup, operating under Nicola, Inc. We produce weddings, corporate events, private parties, and on-premise dining experiences across the region. As the team grows and the event calendar fills, the infrastructure behind our people has to keep pace.

The HR & Operations Coordinator owns the people systems that keep this team running: hiring, onboarding, scheduling, IDP coordination, and payroll accuracy. This role sits at the center of catering operations and reports directly to the CHO/CHRO. It is not a role that waits to be told what to do. It requires someone who can read the room, anticipate what is coming, and hold the process together when the calendar is full and the pressure is on.

The right person will build genuine relationships with the kitchen, warehouse, and sales teams. They will be a credible presence at events because they understand the work from the floor up, not just from a desk.

Primary location is 11 Gwynns Mill Court, Suite S, Owings Mills, MD 21117. This is a hybrid role with a meaningful on-site expectation. Flexibility in hours is available, but the work requires physical presence at the facility, at events, and occasionally at Lib's Grill locations for store-level meetings. Some evening and weekend availability is expected given the nature of the event schedule.

Talent Acquisition and Onboarding: This role manages the hiring funnel from first application through position certification. Initial screening interviews are conducted through Workstream. From there, candidates are passed to Tony Mattucci, Veronica Flynn, or the appropriate sales manager for an alignment conversation before a hiring decision is made. Once hired, the coordinator owns the remainder of the onboarding process: Toast Payroll setup, 7Shifts access, orientation scheduling, stage or sink-and-swim placement, and tracking completion of all certifications on the KanbanFlow board.

New associates should never fall through the cracks between interview and first shift. That is the standard.

Scheduling: Event shifts are posted monthly, with any event inside 30 days posted immediately upon confirmation. The coordinator meets weekly with Tony Mattucci and Veronica Flynn to align the event and kitchen/warehouse schedules with operational needs. Commissary and warehouse schedules are confirmed with a minimum two-week lead time. The coordinator also manages relationships with temporary staffing agencies and is the point of contact for day-of staffing issues including no-shows and last-minute changes.

Schedules must stay six weeks ahead. That is not an aspiration; it is the operating standard.

Payroll Accuracy and Timekeeping: The coordinator reconciles time entries at the close of each pay period, comparing 7Shifts and Toast to catch discrepancies before payroll runs. Jhona Vera supports this process and handles significant portions of the reconciliation work. The coordinator oversees that collaboration and is accountable for the accuracy of the final submission. Flat rate roles are documented separately and reviewed for accuracy. Pay rate changes are tracked and verified. Associates are assisted in accessing their payroll accounts when needed.

Individual Development Plans: IDPs are a core component of the #GoodGroup HR platform and a non-negotiable part of this role. The coordinator manages the full IDP cycle for hourly catering team members: scheduling meetings, gathering contributing manager feedback with clear deadlines, preparing the IDP documents, facilitating the conversation with the associate, and following up on the goals and compensation discussions that come out of each review. The CHO/CHRO sets the standard and provides oversight. The coordinator executes.

IDPs do not get deprioritized because the calendar is busy. The person in this role needs to build the process discipline to hold both.

Team Development and Coaching Support: The coordinator tracks developmental feedback from 7Shifts shift notes, logbook entries and the team development Kanban board, surfaces patterns to management, and ensures that coaching conversations are happening and being documented. When a team member transitions to a new position, the coordinator owns the training checklist and confirms completion. Guidance is provided to managers on performance documentation, PDRs, and termination process when needed.

The coordinator is responsible for planning and leading, or coordinating the lead for, quarterly training sessions or events for the catering service teams. These training initiatives vary in format and may include hands-on workshops, lectures, and on-site tours.

Event attendance is part of this role for one reason: you cannot coach what you do not understand. The coordinator participates in events in a training oversight capacity, learns the service and support roles from the floor up, and uses that experience to give feedback that is grounded in how the work actually happens.

General Operations: Staff documentation is maintained in KanbanFlow and the 7Shifts logbook. The Lib's Catering Team Site is kept current with event information for events within the next 7-10 business days, requiring working knowledge of Google Sites and Google Drive. Company updates, policy changes, and SOP adjustments are drafted and distributed by this role. Mandatory attendance at weekly meetings includes the commissary production meeting, the sales meeting, and the event leads meeting.

This role requires someone who is genuinely organized, not just someone who describes themselves that way. The pace at Lib's Catering is real. Events stack up. The team is growing. There are weeks when everything hits at once and the only thing that keeps people paid correctly and scheduled accurately is someone who built solid systems before the chaos arrived.

You are a fit for this role if you:

• Have experience in HR coordination, operations, or hospitality management and understand how people systems work in a fast-moving environment.

• Can hold multiple priorities without losing track of the details. Schedules, IDPs, onboarding checklists, and payroll reconciliation all have to move forward at the same time.

• Communicate directly and follow through. If you say you will do something, it gets done. If something is off, you say so.

• Are comfortable with technology and willing to learn the platforms we use: 7Shifts, Toast Payroll, KanbanFlow, Workstream, CaterEase, Google Workspace, and Branch.

• Can build relationships across a team that includes kitchen staff, event managers, warehouse associates, and sales coordinators, and can hold each of those relationships with the appropriate tone.

• Understand hospitality at its core. Our mission is to create personalized, unrivaled, memorable culinary experiences. The people on this team make that possible. The person in this role is responsible for making sure those people are hired well, onboarded properly, developed consistently, and paid accurately.

Work Schedule

• 8 hour shift
• Monday to Friday
• On call
• Weekend availability

Benefits

• Flexible schedule
• Paid time off
• Employee discount