Bilingual Payroll and HR Coordinator

Job Description

Payroll, Human Resources & Recruitment Coordinator (Bilingual)

Department: Human Resources / Administration

Reports To: Controller / Director of Operations

Location: Corporate Office

Employment Type: Full-Time

Position Summary

The Payroll, Human Resources & Recruitment Coordinator is responsible for managing the day-to-day payroll, recruiting, onboarding, and employee relations functions for a fast-paced commercial cleaning company. This role supports both field employees and office staff while ensuring compliance with company policies and employment laws. The ideal candidate is highly organized, bilingual (English/Spanish), detail-oriented, and experienced in handling a high-volume workforce.

Essential Responsibilities

Payroll Administration

• Process weekly and bi-weekly payroll accurately and on time.
• Review employee timecards for accuracy.
• Investigate and resolve payroll discrepancies.
• Process employee wage changes, bonuses, and deductions.
• Maintain payroll records and employee files.
• Coordinate payroll with Operations and Accounting.
• Ensure compliance with wage and hour laws.
• Assist with year-end payroll processing and W-2 preparation.
• Respond to employee payroll inquiries.

Human Resources

• Maintain employee personnel files.
• Process new hire paperwork and onboarding.
• Conduct new employee orientations.
• Process employee terminations and exit documentation.
• Maintain I-9, W-4, and employment eligibility documentation.
• Ensure compliance with federal, state, and local labor laws.
• Manage employee leave requests and documentation.
• Track employee evaluations and performance reviews.
• Assist management with employee relations matters.
• Update employee handbook and HR policies as needed.

Recruitment

• Recruit hourly cleaners, supervisors, area managers, and office personnel.
• Post job openings on multiple hiring platforms.
• Screen resumes and conduct phone interviews.
• Schedule interviews with hiring managers.
• Complete employment verification and background checks.
• Coordinate drug screenings when required.
• Build and maintain a pipeline of qualified candidates.
• Attend hiring events and job fairs.
• Partner with Operations to meet staffing goals.
• Track recruiting metrics including time-to-fill and turnover.

Employee Onboarding

• Prepare offer letters.
• Collect onboarding documentation.
• Verify employment eligibility.
• Coordinate uniforms, badges, and equipment.
• Enter employees into payroll and HR systems.
• Schedule orientation and training.
• Ensure all required certifications are completed.

Compliance

• Maintain OSHA and employee safety records.
• Assist with workers' compensation claims.
• Track employee licenses and certifications.
• Maintain confidentiality of employee information.
• Ensure compliance with EEO, FLSA, FMLA, ADA, and state labor regulations.

Administrative Responsibilities

• Answer employee HR and payroll questions.
• Prepare employment verification letters.
• Maintain recruiting reports.
• Assist with employee recognition programs.
• Support executive leadership with HR reporting.
• Maintain accurate electronic employee records.

Qualifications

Required

• Bilingual (English & Spanish) — Required
• 3+ years of Payroll, HR, or Recruiting experience
• Experience processing payroll for 200+ employees preferred
• Strong Microsoft Office skills (Excel, Outlook, Word)
• Excellent organizational and communication skills
• Ability to handle confidential information professionally
• Ability to multitask in a fast-paced environment

Preferred

• Experience with ADP Workforce Now or other payroll systems
• Experience using applicant tracking systems (ATS)
• Knowledge of E-Verify
• HR certification (SHRM-CP or PHR) is a plus