HR and Admin Coordinator

Marolf Environmental LLC|New Port Richey, FL Reports To Administration Manager Classification Full-time, non-exempt (hourly, overtime-eligible) Compensation $20.00–$22.00 per hour, based on experience Location Office-based, New Port Richey, FL Direct Reports None Position Summary The HR & Administration Coordinator keeps the administrative engine of the company running: office operations, HR and safety documentation, meeting coordination, employee onboarding and offboarding, and fleet document compliance. This is an execution and coordination role. The Coordinator maintains systems, tracks compliance items to completion, and escalates gaps — they do not set policy, make HR decisions, or own the safety program. Success in this seat looks like nothing falling through the cracks: files complete, registrations current, meetings scheduled and documented, and every new hire and departure processed cleanly. Core Responsibilities Office Administration – Mail & Deliveries – Receive, sort, and route incoming mail and packages; process outgoing mail and shipments. Office Administration – Filing & Records – Maintain physical and digital filing systems for administrative, HR, insurance, and compliance records; enforce naming and retention conventions. Office Administration – Office Supplies & Vendors – Order and stock office and breakroom supplies; coordinate with vendors for office equipment and service needs. Office Administration – Front Office – Answer and route incoming calls; greet visitors; serve as first point of contact for general administrative inquiries. Meeting & Cadence Coordination – Meeting Coordination – Schedule recurring leadership and department meetings; distribute agendas; reserve rooms and set up virtual links; capture and distribute action items when requested. Meeting & Cadence Coordination – Quarterly Review Coordination – Own the logistics of company Quarterlies: scheduling, location, materials preparation, printing of scorecards and Rock sheets, and calendar management for all participants. Meeting & Cadence Coordination – Events & Trainings – Coordinate company events, trainings, and all-hands logistics as directed by the Administration Manager. HR Coordination (Onboarding / Offboarding) – Onboarding – Prepare and process new hire paperwork; complete Form I-9 verification and E-Verify submission within required deadlines; enroll new hires in payroll and benefits systems; schedule orientation and first-week logistics; issue equipment, credentials, and uniforms per checklist. HR Coordination (Onboarding / Offboarding) – Offboarding – Execute the offboarding checklist: collect company property (vehicles, fuel cards, tools, devices, keys), coordinate system access deactivation with IT, process final paperwork, and confirm payroll and benefits termination steps with the Administration Manager. HR Coordination (Onboarding / Offboarding) – Personnel Files & Tracking – Maintain complete, audit-ready personnel files, including required retention of I-9s, safety training records, and certifications; track expiring certifications and licenses and notify the Administration Manager 30 days before expiration. Safety Administration – Safety Documentation – Maintain the safety documentation system: JHAs, Daily Safety Standup forms, toolbox talk records, training sign-in sheets, and incident report files. Safety Administration – Safety Meeting Coordination – Schedule safety meetings and trainings, prepare and distribute materials provided by field leadership, track attendance, and file completed records. Content and delivery of safety training is owned by field leadership, not this role. Safety Administration – Compliance Calendar – Track OSHA-required recordkeeping deadlines (e.g., OSHA 300/300A posting windows) and prepare logs for review and sign-off by the responsible manager. Fleet Administration – Fleet Documents & Registrations – Maintain vehicle files: registrations, titles, insurance cards, and inspection records. Track registration renewal dates and process renewals before expiration. Fleet Administration – Fleet System Updates – Keep the fleet management system current: vehicle assignments, driver assignments, odometer readings, and maintenance records as reported by the field. Fleet Administration – DVIR Audit – Audit Driver Vehicle Inspection Reports (DVIRs) weekly for completion. Log missed or incomplete DVIRs and elevate the exception report to the Operations Manager the same week. This role audits and reports; corrective action with drivers belongs to operations leadership. Fleet Administration – Fuel Cards – Administer fuel card issuance and returns; flag anomalies in fuel card usage to the Administration Manager. General Administrative Support – Ad Hoc Support – Complete ad hoc administrative projects as assigned by the Administration Manager, provided they fit within the scope and hours of this role. Recurring new duties are added to this R&R by written revision, not by accumulation. What This Role Does Not Own HR decisions – hiring, discipline, terminations, leave determinations, accommodations, and compensation decisions are owned by the Administration Manager and company leadership. Safety program content and enforcement – owned by the Operations Manager and field leadership. This role coordinates and documents. Driver corrective action – DVIR and fleet compliance exceptions are escalated; operations leadership acts on them. Vendor contracts and spend commitments – the Coordinator gathers quotes and processes approved orders; approval authority sits with the Administration Manager. Qualifications 2+ years of administrative, HR support, or office coordination experience; construction, trades, or field-workforce environment strongly preferred. Working knowledge of I-9/E-Verify processing, or ability to be trained and certified on it within the first 30 days. High attention to detail and demonstrated ability to run checklist-driven processes to completion without reminders. Proficiency in Microsoft Office; comfort learning fleet, payroll, and project management systems. Professional discretion — this role handles confidential employee information daily. #J-18808-Ljbffr Marolf Environmental