HR Operations Coordinator

HR Operations Coordinator

The HR Operations Coordinator will play a hands-on role in keeping essential people processes accurate, compliant, and running smoothly across a distributed workforce. This position covers a broad range of HR operations, including leave administration, onboarding and offboarding, compliance, HR systems, and employee support. You will work closely with HR, Finance, employees, contractors, vendors, and external partners to ensure timely and reliable execution of critical processes. The role requires strong attention to detail and the ability to manage sensitive information with discretion and care. You will also contribute to multi-state employment compliance, reporting, documentation, and continuous improvement of HR workflows. This is an ideal opportunity for an organized, self-directed HR professional who enjoys solving problems, improving processes, and taking ownership. You will join a collaborative remote-first environment where dependable HR operations directly contribute to a positive employee experience.

Accountabilities

• Administer employee leave programs, including tracking usage, managing documentation, processing approvals or denials, and coordinating leave-related communications with HR and Finance.
• Track state-specific paid leave requirements and support the administration of accommodations and the ADA interactive process.
• Manage onboarding and offboarding activities for employees and contractors, including required documentation and contractor-specific recordkeeping.
• Own compliant I-9 verification and documentation for new hires and coordinate background check workflows.
• Support recruiting administration, candidate inquiries, job postings, and employment verification requests.
• Maintain records of state registrations, powers of attorney, system access, contractor agreements, renewals, and expirations across multiple states.
• Support required state and federal employment filings, including ACA, EEO-1, and Form 5500, by gathering information and monitoring deadlines.
• Assist with multi-state contractor classification processes and communicate relevant requirements and implications to internal teams.
• Coordinate garnishment orders, court documents, and unemployment claims in partnership with external claims providers.
• Maintain HR documentation and records across HR systems and troubleshoot day-to-day issues involving Paychex and other HR vendors.
• Build and maintain internal HR resources, documentation, and process guides to improve consistency and operational efficiency.
• Support annual performance review activities, handbook reviews, compliance initiatives, and other recurring HR programs.
• Generate standard and customized HR reports from Paychex and track employee status changes, including changes to roles, locations, and classifications.
• Provide administrative support to HR and Finance, including vendor coordination, event logistics, employee recognition activities, and employer review responses.
• Cross-train on core HR processes to maintain operational continuity and coverage across the team.
• Serve as an approachable first point of contact for routine employee questions and concerns while documenting sensitive matters confidentially and escalating issues when appropriate.

Requirements

• 5+ years of professional work experience, including at least 2 years of HR experience with exposure to multi-state operations.
• Bachelor's degree or equivalent practical experience.
• Working knowledge of federal and multi-state employment fundamentals and HR compliance requirements.
• Hands-on experience with HR administration, including I-9 verification, unemployment claims, wage garnishments, leave administration, or related processes.
• Experience working with Paychex or a comparable HRIS platform, including the ability to manage employee records and generate standard and custom reports.
• Strong organizational, documentation, and administrative skills with exceptional attention to detail and accuracy.
• Ability to manage confidential employee information with professionalism, discretion, and sound judgment.
• Strong ownership mentality, with the ability to work independently and prioritize multiple responsibilities without close supervision.
• Proactive approach to identifying operational needs, resolving issues, and improving HR processes.
• Ability to learn new systems and processes quickly and work effectively in a distributed, remote environment.
• Strong interpersonal and communication skills, with an empathetic and employee-focused approach.
• PHR or SHRM-CP certification, or active progress toward one, is preferred.
• Experience supporting contractor workforces is preferred.
• Knowledge of employee benefits, including health, dental, vision, and 401(k) plans, is preferred.
• Notary Public commission or willingness to obtain one is preferred.

Benefits

• Remote-first work environment with team members distributed across all 50 U.S. states.
• PPO and HDHP health insurance plans through BCBS of Illinois, including fertility and IVF coverage, virtual care, and mental health resources.
• Dental insurance, including orthodontia coverage.
• Vision insurance through BCBS/EyeMed.
• HSA, FSA, LPFSA, and DCFSA options, with a $500 annual company contribution.
• 401(k) plan with immediate vesting and a 4% company contribution with each paycheck.
• Employee Assistance Program offering financial and legal assistance.
• Flexible PTO.
• Generous paid leave plans ranging from 70% to 100% of pay for up to 90 days.
• Pet insurance discount program.
• Team recognition programs, holiday gifts and bonuses, raffles, fantasy football leagues, and other employee-focused perks.
• Opportunities to contribute to meaningful HR operations within a collaborative and people-focused organization.
• Salary range and additional benefit details are provided during the application process.