Human Resources Coordinator

Overview

Snapshot of Responsibilities

• Facilitate the onboarding process for new hires and temporary employee conversions by preparing pre-employment documentation, employment eligibility, coordinating drug screens, background checks, orientations, trainings, and ensuring a seamless integration process.
• Manage administrative tasks related to employee off boarding and exit procedures.
• Process diverse HR-related employee transactions, including promotions, transfers, terminations, and changes in employment status and details.
• Maintain accurate and up-to-date employee records and data in the HRIS (Human Resources Information System), including personal information, salary details, employment history, benefits, and PTO policies & accrual balances for employees in USA and Canada (Belgium details as required) ensuring the integrity of the data. Provide technical guidance to the HR team on the maintenance of the system, including training on how to operate and optimize work in the system.
• Assist in both internal and external audit requests, providing necessary documentation and information in a timely and accurate fashion.
• Organize and maintain HR documents, files, and forms (physical and electronic) in compliance with data privacy regulations and record-keeping standards.
• Prepare and assist with complex HR reporting and data analytics to facilitate decision-making and monitor HR metrics.
• Serve as a liaison between key departments, ensuring clear and timely communication of staffing changes. Collaborate to convey transitions, new hires, and departures, fostering smooth cross-functional coordination and alignment.
• Regularly update and maintain the company's organizational chart, reflecting changes in reporting relationships, departmental structure, and key personnel. Ensure the accuracy and accessibility of the chart for effective communication and decision-making within the organization.
• Assist in upholding compliance with employment laws, regulations, and internal policies to ensure the organization's adherence to legal and ethical standards.
• Assist in the thorough review of departmental invoices and expenses for accuracy, completeness, and adherence to company policies. Compile and organize necessary supporting documentation. Collaborate with relevant stakeholders to validate charges and resolve discrepancies. Subsequently, facilitate the timely submission of approved invoices and expense reports to the accounts payable department for efficient payment processing to HR vendors.
• Serve as the first point of contact for employee inquiries and concerns. Respond promptly and courteously, ensuring exceptional customer service and resolution of questions and/or issues.
• Administers unemployment claim requests (primarily PA SIDES), gather necessary documentation, provide responses to state unemployment agencies, and coordinate with HRBPs, managers, and legal counsel as needed.
• Monitor and update HR-related content on the company intranet/SharePoint site(s) to maintain current and relevant materials, documents and forms.
• Lead the setup, distribution, and coordination of the annual organizational employee survey. Skillfully manage the collection and dissemination of survey results, facilitating data-driven insights for organizational improvement.
• Ongoing support to the department with regard to recruitment/staffing, and compensation. Support HR team in ensuring compliance with relevant employment laws and regulations.
• Assists with health benefits, including open enrollment, changes and terminations. Processes required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions.
• Offer support to HR Business Partners, other HR team members, and collaborate with relevant stakeholders as required to address various HR-related needs.
• Needs to have a sense of urgency and be able to multi-task, with ability to take initiative and work independently, as well as on a team. Must be comfortable in a fast-paced environment and able to work within tight deadlines.
• May serve on committees or teams to represent the HR department for support and planning.

What You Bring

• Associate’s degree in Human Resources, Business, or related field of study preferred. HR certification a plus.
• 4+ years experience in an administrative/operational support role ideally within an HR or related context.
• Possess a foundational understanding of HR processes, policies, and practices.
• Proficiency in HRIS administration desired – particularly ADP Workforce Now.
• Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint, Teams, Lists, Forms and SharePoint) and technological proficiency with HRIS software (ADP Workforce Now).
• Demonstrate meticulous attention to detail crucial for maintaining accurate employee records and executing HR transactions with precision.
• Exhibit excellent written & verbal communication skills, and interpersonal skills enabling seamless interactions with colleagues and employees at all levels of the organization.
• Demonstrate excellence in learning, exploration, research, and analysis skills with strong analytical thinking skills to interpret data and identify trends.
• Display the ability to manage multiple tasks and prioritize work efficiently within a dynamic and fast-paced environment.
• Highly organized with a proven ability to adapt quickly and efficiently to change.
• Demonstrated problem-solving and conflict resolution skills.
• Demonstrated track record of handling sensitive and confidential information with utmost discretion.
• Ability to work effectively in a team environment.

Culture, People & Community