Administrative & Human Resources Coordinator

Job Description

Job Description

Dark Horse Athletics is seeking a highly organized, people-focused Administrative & Human Resources Coordinator to support the day-to-day operations of our growing organization. This role serves as the primary HR and administrative resource for our coaching and operations staff while also providing exceptional customer service to athletes and families.

The ideal candidate has a background in Human Resources or People Operations and enjoys working in a fast-paced, team-oriented environment. This position is responsible for employee onboarding, HR administration, payroll support, personnel records, recruiting coordination, compliance tracking, and employee communications while also assisting with general administrative operations and special events.

This individual will play a key role in creating a positive employee experience while ensuring the organization remains efficient, compliant, and well-supported.

Key Objectives & Purposes

Employee Experience

Create a welcoming, organized, and professional experience for every employee from recruiting through onboarding and ongoing employment.

Human Resources Administration

Maintain accurate employee records, support payroll processes, ensure compliance, and assist leadership with HR initiatives.

Organizational Excellence

Develop and maintain consistent systems, documentation, and administrative processes that allow the organization to scale effectively.

Customer & Team Support

Serve as a reliable resource for employees, coaches, families, and leadership by providing timely communication and exceptional service.

Major Duties & Responsibilities

1. Human Resources Administration

Employee Onboarding & Off-boarding

• Coordinate all new hire onboarding processes and paperwork
• Prepare employment documents and ensure completion of required forms
• Facilitate new employee orientation and system access
• Manage offboarding checklists and documentation

Employee Records & Compliance

• Maintain confidential personnel files and HR documentation
• Track required certifications, background checks, and employment requirements
• Ensure compliance with organizational policies and employment regulations
• Maintain employee handbooks, policies, and HR forms

Payroll & Benefits Support

• Verify employee hours and payroll data for accuracy
• Coordinate with leadership on payroll submissions
• Assist employees with payroll and benefit questions
• Track PTO balances and employee leave requests

Recruiting & Hiring Support

• Post job openings and manage applicant tracking
• Schedule interviews and coordinate hiring logistics
• Assist managers with candidate communication and offer processes
• Support recruiting events and hiring initiatives

Employee Relations & Internal Communication

• Serve as a trusted administrative resource for staff questions
• Assist with employee recognition initiatives and company culture programs
• Coordinate internal announcements, meetings, and HR communications
• Support leadership with performance review scheduling and documentation

2. Administrative Operations

Communication & Customer Service

• Respond to phone calls and emails within 24 hours
• Provide professional, knowledgeable assistance to families and staff
• Escalate urgent matters to leadership when appropriate

Scheduling & Office Management

• Support staff scheduling and calendar management
• Coordinate internal meetings and administrative deadlines
• Maintain organized office systems and documentation

Technology & Systems

• Utilize Google Workspace and internal software platforms
• Maintain employee databases and administrative systems
• Assist with process documentation and workflow improvements

3. Financial & Administrative Support

Payroll Administration

• Review payroll submissions for completeness and accuracy
• Track employee reimbursements and administrative expenses
• Maintain confidential payroll documentation

Accounts & Records

• Assist with membership payment tracking as needed
• Maintain accurate financial and administrative records
• Support leadership with reporting and data management

4. Operations & Event Support

Office & Purchasing

• Manage office supply inventory and purchasing
• Coordinate equipment and administrative resource needs
• Assist with facility and operational logistics

Tournament & Event Support

• Support administrative planning for tournaments and special events
• Coordinate staffing schedules and event documentation
• Availability to work two tournament weekends annually

Qualifications:

Required

• 5+ years of experience in Human Resources, People Operations, Office Management, or Administrative Support
• Strong organizational skills with exceptional attention to detail
• Ability to maintain confidentiality and handle sensitive employee information
• Excellent written and verbal communication skills
• Advanced proficiency in Google Workspace
• Ability to manage multiple priorities in a fast-paced environment
• Professional, approachable, and service-oriented mindset

Preferred

• HR degree or HR certification (PHR, SHRM-CP, or equivalent)
• Experience with payroll administration preferably BambooHR 
• Experience supporting recruiting and onboarding processes
• Knowledge of employment compliance and HR best practices
• Experience in youth sports, athletics, or service-based organizations