Human Resources Administrative Coordinator

Job Description

Job Description

Human Resources Administrative Coordinator

The Administrative Coordinator provides essential administrative and operational support to the Human Resources department, ensuring the smooth execution of HR processes across recruiting, onboarding, compliance, employee documentation, benefits administration, and reporting. This role supports organizational efficiency by coordinating pre-employment activities, maintaining employee records, facilitating compliance training, and assisting with executive-level administrative tasks under the direction of the Director of Human Resources. The ideal candidate is detail-oriented, organized, and able to manage sensitive information with the highest level of confidentiality.

Pre-Employment & Onboarding Support

•Provide support with job postings on recruiting platforms.
• Assist in coordinating all aspects of pre-employment documentation, ensuring accurate and timely completion by applicants.
• Monitor workflows of pre-hire steps, including background checks, drug screenings, physicals, and assessments.
• Support coordination of drug screenings and physicals for pre-employment and renewals of medical cards, licenses, and certifications.
• Ensure all onboarding workflows are completed accurately and in alignment with internal processes across all locations.

Compliance & Training Coordination

• Maintain and organize scheduling and records for compliance certifications, required training, and annual OSHA regulations.
• Receive and route garnishment orders to ensure accurate processing and regulatory compliance.

Employee Records & Offboarding Support

• Maintain accurate, up-to-date employee files in accordance with company policies and regulatory requirements.
• Complete termination workflows upon confirmation and approval by the appropriate manager and the Director of Human Resources.
• Assist in compiling documentation for unemployment claims.
• Assist with HR-related and employee relations reporting as needed.
• Process and support workers’ compensation claims as needed, documenting all activity within employee records.

Administrative Support

• Provide administrative support for benefits administration, including coordinating enrollments, processing qualifying life event changes, managing terminations, assisting with open enrollment activities, and maintaining accurate benefits records in compliance with company policies and regulatory requirements.
• Provide general administrative support to the Director of Human Resources and members of the Executive Team, including data entry, file maintenance, and internal reporting.
• Manage calendars, coordinate meetings, and schedule appointments as requested, ensuring alignment across departments and leadership.
• Prepare meeting materials, agendas, reports, and related documentation to support HR and executive initiatives.
• Assist in coordinating travel arrangements, including flights, lodging, transportation, and preparation of detailed itineraries, ensuring accuracy and organization.
• Maintain confidential files and correspondence, exercising discretion in handling sensitive employee and organizational information.
• Ensure company property records are up to date within onboarding and offboarding workflows.

Other Duties

• Support employee events to ensure smooth implementation.
• Maintain regular and predictable attendance.
• Work cooperatively with co-workers and supervisors.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate degree or relevant certification preferred.
• 3–5 years of administrative experience in Human Resources or a related field preferred.
• Strong attention to detail, organizational skills, and ability to manage confidential information.
• Proficiency in Microsoft Office and familiarity with HRIS platforms, preferably ADP.
• Ability to handle multiple tasks, prioritize effectively, and work independently in a fast-paced environment.
• Demonstrated ability to handle sensitive information with the highest level of confidentiality, particularly in relation to HR functions and employee-related documentation.

Work Environment & Physical Demands

• Standard office setting with frequent use of computers, printers, and other office equipment.
• Occasional lifting of office supplies, files, or small packages may be required.
• This position serves in an administrative and process support capacity within the Human Resources function while also providing administrative support to the Executive Team.
• In-person position, Monday – Friday, 8:00 a.m. – 5:00 p.m.