WHAT DOES A HR COORDINATOR DO?

Published: Jun 13, 2025 - The Human Resources (HR) Coordinator manages daily payroll operations across the global network and serves as the primary liaison for vendor communications and information updates. This role coordinates expatriate and relocation logistics, including contracts, housing, insurance, and healthcare, while also supporting short-term assignments. The position provides HR system backup support, generates reports via Sympa, assists with travel administration, and contributes to broader HR projects and process support.

A Review of Professional Skills and Functions for Human Resources Coordinator

1. HR Coordinator Duties

  • Document Preparation: Creating and distributing employment-related correspondence, including offer letters, forms, visa documentation, onboarding documentation, contract amendments and end of employment documentation
  • Record Processing: Receiving, reviewing, and processing all documentation about new hires, terminations, leave of absences, employee status changes, etc
  • Process Management: Participating and managing transactional activities about the onboarding and offboarding process as well as the global mobility process
  • File Maintenance: Establishing, organizing, and maintaining hardcopy / electronic employee files, ensuring that all files are current and complete
  • Candidate Guidance: Make sure candidates have a full understanding of the onboarding process
  • Policy Compliance: Ensure candidate communication and employment-related documentation are in line with the defined service level agreement
  • Background Screening: Responsible for administering background checks
  • Onboarding Preparation: Ensure candidates are prepared for their first day with all of the necessary information

2. Human Resources Coordinator Details

  • Payroll Coordination: Coordination of the global network’s day-to-day payroll operations
  • Vendor Liaison: Acting as a contact person for various vendors
  • Information Updating: Providing and updating information for vendors
  • Case Resolution: Proactive case resolution together with vendors
  • Invoice Management: Invoice processing and approvals
  • Expatriate Support: Coordinate practicalities related to expatriate processes such as contract preparation, expat accommodation, insurances, health care, etc.
  • Assignment Coordination: Coordinate practicalities related to short-term assignments and country relocation
  • System Backup: Act as a back-up and substitute for the key user of the HR system Sympa
  • Data Reporting: HR data reporting through Sympa according to the needs
  • Travel Administration: Act as a part of the travel administration team (e.g., tasks regarding travel security)
  • Project Assistance: Assisting the HR team in other HR processes and projects, from calendar management to content creation

3. HR Coordinator Responsibilities

  • Onboarding Process: Manages employee onboarding process, communication with new hires, new hire paperwork, new hire orientation, and any background checks as part of the employment process
  • Offboarding Process: Manages employee offboarding process, communication with employees, exit surveys/exit interviews, and separation agreements
  • HR Policy Support: Provide operational support on HR policies and processes to support managers and employees
  • Inquiry Resolution: Support the AskHR inbox and be the first point of contact for manager and employee questions regarding HR inquiries
  • Team Collaboration: Work with recruiters, compensation, benefits, and HR operations teams to support programs, policies, and initiatives with employees
  • Policy Compliance: Ensure HR policies and practices are applied consistently and provide direction to managers
  • I-9 Processing: Complete I-9 paperwork and reverifications for team members
  • Claim Response: Respond to unemployment claims
  • Process Improvement: Assist with process creation, documentation, and maintenance
  • Project Support: Assist with quarterly projects

4. Human Resources Coordinator Job Summary

  • HR Transactions: Handles day-to-day processes, including data changes, terminations, exit interviews, and answering basic HR questions for clients
  • Program Support: Assists HR team with planning and rollout of HR programs such as performance management, compensation planning, and other project-related work
  • HR Analytics: Maintains and delivers standard and ad hoc HR reporting/analytics to and for the HR team and evaluates information to support decision-making and tracking goals and objectives
  • System Support: Partners with HRIS and IT on supporting tools/systems and troubleshooting issues
  • Process Improvement: Recommends new approaches, policies, and procedures to support continual improvement in the efficiency of the Human Resources department and services
  • HR Queries: Operates as a first point of contact for all HR queries, providing an accurate, efficient, and professional administration service at all times
  • Inbox Management: Manages the HR inbox, ensuring effective and timely resolution of queries with appropriate escalation or delegation
  • System Maintenance: Ensures the maintenance of the HRIS and reporting data, proactively identifying opportunities for process improvement
  • Administrative Support: Supports the broader HR team with administrative tasks related to daily HR operations (recruitment, employee relations, etc.) and ad hoc projects directed by the HR Business Partner

5. HR Coordinator Accountabilities

  • HR Advisory: Provide 1st line advice on HR processes and practices to the HR team and wider business, along with overseeing and managing the HR inbox, resolving or escalating queries accurately, professionally, and efficiently
  • Record Management: Organise and maintain accurate employee records and HR filing systems that are GDPR compliant
  • Casework Support: Provide administrative support to the HRBP/Adviser and broader HR team in ER/casework processes or other tasks
  • Compliance Training: Support the HR Advisor in all aspects of ensuring compliance with mandatory, regulatory, and company-required training
  • Invoice Processing: Process invoices efficiently via the Concur system
  • Benefit Administration: Process the administration of employee benefits, payroll, SMCR, and eLearning
  • Process Improvement: Identify gaps in HR administration processes and create or implement resolutions
  • Right to Work: Manage the CV Insights and Right to Work process for new starters
  • Induction Coordination: Organise the new starter induction process and deliver HR information, including new manager system training on Peakon, People HR, Hub, etc.
  • Training Logistics: Support on L&D activities, managing administration and coordination of pre- and post-programme logistics, administering eLearning, setting up training facilities, coordinating materials and resources, and handling MI and reporting
  • Exit Interviews: Conduct and record exit interviews
  • Report Scheduling: Schedule, maintain, and collate reports for analysis

6. HR Coordinator Functions

  • Divisional Updates: Provide regular Divisional Updates
  • Recruitment Guidance: Advise the hiring manager on the recruitment process
  • Job Posting: Add vacancies to the recruitment portal and advertise
  • Candidate Management: Manage candidates throughout the process, organise and attend interviews, administer offer letters and contracts
  • Employee Onboarding: Onboard new candidates, carry out inductions, and process leavers
  • Process Advisory: Provide advice on company processes and procedures
  • Policy Letters: Produce policy letters for the Division, e.g., Maternity, Sickness Absence Management, Capability, Disciplinaries
  • Meeting Notes: Take notes in meetings
  • Salary Reviews: Support and administer annual salary and bonus reviews
  • System Maintenance: Ensure the HR System is always maintained
  • Payroll Support: Deal with payroll-related queries
  • Leave Monitoring: Monitor employee sickness and leave
  • Update Coordination: Coordinate department updates
  • Learning Compliance: Ensure all employees are up to date on mandatory learning modules

7. Human Resources (HR) Coordinator Job Description

  • HR Administration: Managing the entire HR administrative and integration processes
  • Contract Management: Editing all contractual documents through digital tools and following up on entries, exits, and transfers
  • Payroll Coordination: Collaborating closely with payroll for salary and time management; acting as intermediary between legal support and HRBPs for labor law procedures, drafting work certificates, etc.
  • Process Improvement: Exploring digital solutions to support continuous improvement in ways of working
  • Communication Centralization: Centralising HR communications such as HR announcements and internal messages
  • Employee Interaction: Interacting with employees from both Maisons and Richemont departments across Switzerland
  • Financial Support: Supporting financial processes including purchase orders, invoicing, and budgeting
  • Interview Scheduling: Scheduling candidate interviews and new full-time orientations
  • Resume Screening: Screening resumes and conducting interviews
  • Onboarding Paperwork: Completing new full-time paperwork including I-9 and employment verification
  • Leave Tracking: Administering and tracking employee leaves of absence
  • HRIS Updates: Entering and updating employee files in HR databases
  • Job Posting: Assisting the HR department with submitting job postings

8. HR Coordinator Overview

  • Contract Issuance: Issue contracts to new starters in compliance with current legislation
  • Reference Checking: Carry out reference checks for new starters
  • Disciplinary Support: Visit sites and conduct investigations or disciplinary meetings
  • Legal Liaison: Liaise with solicitors regarding disciplinary matters
  • Incentive Oversight: Oversee the employee incentive scheme
  • Manager Coordination: Liaise with site managers regarding personnel issues
  • Payroll Coverage: Cover the payroll department during the Payroll Manager’s absence
  • Policy Development: Research, evaluate, draft, and maintain company HR policies
  • Employee Relations: Develop and enhance employee relations, staff engagement, and team building
  • Development Assistance: Assist employees in undertaking personal development
  • HR Support: Support the HR Manager
  • Recruitment Assistance: Assist with recruitment including writing job descriptions, selecting candidates, and conducting interviews

9. HR Coordinator Details and Accountabilities

  • HR Administration: Administer all personal data and legal processes related to HR activities throughout the employment life cycle, including recruitment, onboarding, contract changes, leaver processing, and standard HR operations
  • Induction Management: Manage onboarding inductions, conduct background checks for new starters, and process reference requests
  • Records Maintenance: Administer all HR records in online systems, including updates due to manager changes, new roles, or restructures
  • Payroll Coordination: Collate and provide monthly payroll data including starters, leavers, and contract changes, and liaise with the HR Manager before issuance
  • Contract Administration: Administer completion and issue of agreed subcontracts within rules and notify managers of contract review dates
  • Inbox Management: Manage the HR inbox and respond to general queries such as reference requests or change of personal details
  • Employee Guidance: Provide information and guidance to employees and subcontractors about employment terms, rights, and policy compliance
  • Absence Reporting: Provide line managers with absence data and direct them to relevant policies and procedures when needed
  • Performance Guidance: Offer general guidance on performance monitoring and improvement for underperformers or to motivate high performers
  • CV Preparation: Create RJ Power CVs for new employees or subcontractors joining the business
  • Internal Communication: Contribute to the quarterly company newsletter
  • Meeting Support: Attend HR-related meetings (in-person or via phone), take accurate notes, and guide employment legislation or procedures
  • Benefits Renewal: Administer annual renewals of employee benefit schemes, including reviewing and providing necessary information
  • Data Requests: Respond to Data Subject Access Requests for current and former employees or subcontractors
  • Bid Support: Provide information and input for bids, tenders, pre-qualification questionnaires (PQQ), or accreditation submissions

10. HR Coordinator Tasks

  • Office Support: Provide administrative and office management support for all Israel employees
  • Onboarding Support: Support onboarding, offboarding, employment verifications, and employee mobility
  • Records Maintenance: Maintain confidential employee e-files, ensuring accuracy and compliance
  • Data Accuracy: Support HRIS data integrity by ensuring employee data is accurate
  • Employee Assistance: Provide Tier 1 HR support for all Brex employees during all aspects of the employee lifecycle
  • Payroll Liaison: Liaise between Brex employees and the Payroll team
  • Process Improvement: Document workflow and procedures, and proactively identify opportunities for process enhancement
  • Project Support: Assist the People Operations team with various projects and initiatives

11. HR Coordinator Roles

  • Learning Coordination: Manage the entire learning registration and confirmation process
  • Delegate Communication: Ensure learning delegates are well communicated with during the pre-learning and post-learning stages
  • Trainer Collaboration: Work with internal and external trainers or facilitators to prepare necessary learning materials
  • Venue Setup: Liaise with the training hosting hotel to set up the training venue and equipment
  • Process Consistency: Establish a consistent and high-quality working process for their own area of work
  • Record Management: Keep an accurate and detailed training record and report
  • Report Generation: Generate training reports and summaries
  • System Management: Manage accounts and access for the FUSE system
  • Catalogue Maintenance: Maintain an updated training catalogue through cross-functional trainer coordination
  • Communication Standardization: Ensure standardized and coordinated communication of training activities with hotels
  • Project Coordination: Involved in learning-related projects as a coordinator
  • Meeting Scheduling: Assist the project leader in scheduling meetings, calls, and interviews
  • Action Tracking: Take minutes, maintain the project plan, and track communications
  • Presentation Support: Support project leader with materials and summaries
  • Data Visualization: Create diagrams, reports, and project-related statistics
  • Document Translation: Translate project-related documents and deliverables
  • Project Assistance: Provide administrative assistance to the project leader
  • Program Promotion: Produce articles, videos, and materials to promote learning initiatives
  • Budget Monitoring: Manage and monitor the learning team budget and P&L
  • Meeting Management: Manage team meeting cadence and produce minutes
  • Activity Coordination: Support the team leader in organizing and coordinating activities

12. Human Resources Coordinator Additional Details

  • Employee Inquiries: Acts as the first point of contact for employees and provides the highest level of service when handling inquiries related to HR policies and programs
  • Inbox Management: Manages concerns and queries raised through the centralized HR inbox
  • Reimbursement Processing: Administers and processes the reimbursement programs, i.e. tuition and health club
  • Department Liaison: Liaises with support departments (Payroll, Benefits, etc.) to ensure employees receive comprehensive HR support
  • System Transactions: Assists with HR system transactions including reporting requests for HR colleagues, managers, and employees
  • File Maintenance: Maintains electronic employee personnel files to ensure legal compliance and accuracy
  • New Hire Onboarding: Facilitates the onboarding process for new employees, i.e., leads in-person and virtual new hire sessions to encourage a positive onboarding experience
  • Vendor Coordination: Oversees HR vendor set-up and invoice processing
  • Compliance Support: Assists with providing compliance in all areas of human resources
  • Leave Administration: Provides Leave Administration support by liaising with Cigna Leave Solutions on FMLA and other Leave cases
  • Administrative Support: Manages administrative HR support for employees
  • Visa Coordination: Acts as administrative contact for the Visa and Immigration program by liaising directly with Foreign Nationals and legal counsel on Visa cases sponsored by Clarivate
  • Project Assistance: Supports company-wide initiatives and assists with additional projects/programs

13. HR Coordinator Essential Functions

  • Employee Service: Performs customer service functions by answering employee requests and questions
  • Process Coordination: Coordinate and execute the recruitment/selection, onboarding, offboarding, and orientation processes
  • Job Placement: Coordinate non-exempt job placement including posting jobs, evaluating applications, interviewing candidates, scheduling employment tests, securing reference checks, extending offers, and onboarding
  • Internal Hiring: Administer the internal job posting system by posting job notices, determining eligibility to bid, interviewing, and selecting successful candidates in cooperation with department managers/supervisors
  • Talent Partnership: Partner with Talent Acquisition to execute exempt position staffing and follow up effectively up to position fulfillment
  • Employee Inquiries: Receive and respond to Unemployment inquiries, Verification of Employment, and other employee-related needs
  • Project Support: Support and/or lead various projects in support of key site and HR goals and objectives
  • Policy Interpretation: Interpret policies, answer questions, and counsel associates regarding policies
  • Conflict Resolution: Provide consistent interpretation, advice, and counsel to support effective resolution of complex people management issues
  • Employee Relations: Develop recommendations and coordinate employee relations activities and special projects to maintain a positive employer-associate relationship and maintain morale
  • Policy Implementation: Support the implementation and administration of HR policies and programs
  • Data Accuracy: Sustain and maintain accuracy of data, investigate causes of discrepancies, and make necessary corrections
  • HR Reporting: Complete regular reports (e.g., headcount, overtime, attendance, organization chart, payroll discrepancy, etc.)

14. Human Resources (HR) Coordinator Role Purpose

  • File Management: Maintain staff personnel files, ensuring they are current and up to date
  • Record Logging: Ensure that training, sickness, holidays and appraisal information is logged and recorded
  • Note Taking: Attend meetings including taking notes at disciplinary and grievance meetings/hearings
  • CEO Support: Assisting the CEO in compiling papers and maintaining accurate records
  • Job Documentation: Maintain accurate job descriptions and person specifications for all job roles
  • Interview Coordination: Arrange adverts, book interview facilities, coordinate interview panels, sort applications and meet candidates
  • Policy Compliance: Ensure managers are following the recruitment policy and best practice
  • Reference Follow-up: Follow up on references and send out confirmation letters to successful and unsuccessful candidates
  • Induction Support: Provide an updated checklist and support for Line Managers in the delivery of effective induction for new employees
  • Training Monitoring: Maintain a training plan and monitor the impact of training
  • Appraisal Administration: Compile and administer appraisals for Managers
  • HR Advising: Advise Managers on changing legislation and best HR practice
  • Employee Advocacy: Act as a champion for employees
  • Survey Reporting: Develop and report on the annual satisfaction survey
  • Exit Interviewing: Conduct exit interviews with all permanent staff leaving
  • System Operation: Ensure smooth operation of the online time sheet system
  • Payroll Liaison: Liaise with the payroll department for the payment of wages and salaries
  • Issue Resolution: Resolve any issues or queries that arise from payroll

15. HR Coordinator General Responsibilities

  • Visa Management: Managing the Visa process for new international employees
  • File Preparation: Preparing new employee files
  • File Auditing: Performing file audits to ensure that all required employee documentation is collected and maintained
  • Calendar Management: Maintaining calendars of the HR management team, scheduling interviews and assisting with the interview process
  • Report Compilation: Compiling reports and spreadsheets and preparing spreadsheets
  • Recruitment Lifecycle: Managing the full life cycle of recruitment
  • Training Oversight: Responsible for training courses, apprenticeships and e-learning
  • System Maintenance: Maintenance of HR systems with new starters, leavers and changes
  • Policy Support: Supporting the maintenance of policies and procedures
  • Headcount Monitoring: Monitoring and reporting of headcount and movements

16. HR Coordinator Key Accountabilities

  • Interview Coordination: Assist the HR team with interview scheduling, coordination and communication with candidates and hiring managers
  • ATS Updates: Update Brain Corp’s Applicant Tracking System (ATS) as directed by the Talent Acquisition (TA) team
  • Background Screening: Initiate and monitor background screens
  • Onboarding Assistance: Assist new employees through the hiring and onboarding process, including conducting new employee orientation
  • Recognition Support: Support employee recognition activities
  • Calendar Management: Manage HR recurring meetings and the HR team calendar
  • Report Generation: Generate and prepare identified HR and TA reports
  • Project Assistance: Assist the HR team with HR projects

17. HR Coordinator Roles and Details

  • Culture Execution: Work with the leadership team to execute culture/people initiatives
  • Team Onboarding: Work with department leads to onboard new team members
  • Performance Coordination: Coordinate the performance review process for all ACTO employees
  • Policy Implementation: Assist in company-wide policy implementation and rollout of new processes
  • HRIS Management: Own the administration and maintenance of HRIS and all related integrations with benefits and payroll
  • HR Support: Help ACTO team members with day-to-day HR requests (i.e., employment letters, etc.)
  • Benefits Administration: Oversee benefits administration and health/wellness programs
  • Safety Compliance: Assist with Health and Safety initiatives and compliance
  • Handbook Maintenance: Maintain and update the ACTO Employee Handbook
  • Event Coordination: Plan and coordinate company-wide events
  • Metrics Analysis: Analyzing HR Metrics (e.g., turnover, onboarding, engagement, etc.) and preparing trend reports to review with leadership
  • Document Management: Coordinate company-wide operational document management
  • Project Collaboration: Collaborate on additional HR projects

18. HR Coordinator Responsibilities and Key Tasks

  • Career Development: Looking for the opportunity to advance my career in HR to work for an ambitious organisation with a clear social mission and provide support to a busy People Team
  • Team Collaboration: Working closely with the HR Business Partners and the Recruitment Team
  • HR Support: Provides support in either a service center or human resources department environment under general supervision with instructions given for routine work and detailed instructions given for new lines of work
  • General HR Duties: Performs a variety of routine general human resources duties
  • Record Management: Maintaining personnel records, compiling statistics and/or processing employment applications, insurance forms, and salary increases
  • Employee Assistance: Assists employees on matters regarding personnel forms, records, and procedures
  • Data Input: Prepare input forms for the automated data processing system
  • HRIS Utilization: Utilizes the company's internal human resources information systems (HRIS) to perform duties

19. HR Coordinator Duties and Roles

  • New Hire Orientation: Schedules and conducts new hire orientation and processes all paperwork
  • HRIS Management: Manages employee data using Oracle HRIS, from New Hire to Exit
  • Benefits Administration: Administers health and welfare plans, including enrollments, changes, and terminations
  • Payroll Processing: Processes required documents through payroll and insurance providers to ensure compliance, accurate record-keeping, and proper deductions
  • Employee Recognition: Handles Reward and Recognition Program for managers and their employees
  • Event Coordination: Contributes to special employee events and activities
  • Employment Verification: Completes employment verifications and unemployment claims in a timely manner
  • Employee Support: Performs customer service functions by answering employee requests and questions
  • I-9 Compliance: Completes Forms I-9, verifies I-9 documentation, and maintains I-9 files
  • Background Checks: Submits online investigation requests and assists with new-employee background checks
  • Offboarding Support: Assists with the processing of terminations
  • Performance Reviews: Assists with the preparation and management of the performance review process
  • Meeting Scheduling: Schedules meetings as requested by the Vice President of HR
  • File Maintenance: Files documents into the appropriate employee files
  • Correspondence Preparation: Assists or prepares correspondence
  • File Preparation: Prepares new-employee files
  • HRIS Operations: Performs other Human Resources and HRIS-related duties

20. HR Coordinator Roles and Responsibilities

  • Candidate Recruitment: Recruiting tasks include soliciting candidates, conducting phone interviews, checking references, and coordinating pre-employment screenings and paperwork
  • Employee Onboarding: Onboarding activities include orientation, scheduling, first-day activities, health screens, safety compliance, ISO compliance, new employee announcements, etc.
  • Employee Offboarding: Offboarding activities include exit interviews, return of company items, termination of benefits, etc.
  • Engagement Coordination: Coordinate employee engagement programs, i.e., WOW cards, suggestion boxes, distributing anniversary gifts, corporate communications, managing the company store, ordering company apparel, business cards, etc., for sales and service teams
  • Training Records: Track and retain training documents for internal/external trainings (safety, leadership, new hire)
  • HR Communications: Assists corporate HR with sharing information, i.e., creating and distributing benefits, and other documents to employees
  • Event Coordination: Coordinate town hall meetings, sales meetings, and other gatherings
  • HR Presentations: Presents on HR or other company topics
  • Safety Participation: Actively participate in safety committee meetings, annual training meetings, safety walks, scheduling initial and preventative exams for local personnel, and other safety-related tasks
  • Office Maintenance: Maintain professional-looking office areas, coordinate arrangements for the hotel, refreshments, and meals for visitors
  • Front Desk: Greet customers, vendors, etc., at the front desk
  • Project Support: Manage various special projects and deadlines as assigned by management
  • Expense Assistance: Assists employees and corporate accounting with P-cards, AirPlus cards, and Concur expenses
  • Marketing Support: Assists marketing with shipments of brochures and banners
  • Administrative Backup: Sorting daily incoming/outgoing mail and routing switchboard calls and performing customer and vendor SAP functions during employee absences
  • Policy Compliance: Understands and complies with all HSE, Compliance, Travel (and Annex), and other Company Policies
  • Procedure Compliance: Complies with company quality, operating, and technical procedures and work instructions as they apply to the position

21. Human Resources Coordinator Duties

  • Candidate Sourcing: Assist with the recruiting function, sourcing candidates for positions
  • HR Process Support: Support the HR department and execute a variety of HR processes
  • Interview Coordination: Conduct phone screens, participate in the interview and hiring process
  • ATS Management: Support the Applicant Tracking System and the new hire onboarding process
  • Paperwork Processing: Process HR paperwork and change requests
  • Record Maintenance: Maintain efficient HR record-keeping
  • HRIS Assistance: Assist with leave of absence, employee benefits, and HRIS questions
  • Visitor Reception: Greet and welcome guests to HR
  • Customer Service: Perform light customer service duties
  • Relationship Building: Develop strong and trusting relationships with internal customers and the HR team
  • Training Support: Assist with Learning Management System and employee training programs
  • Event Coordination: Provide some coordination of meetings and employee events
  • Team Collaboration: Work independently as well as within a team environment
  • Workplace Culture: Help create a positive, highly engaged workplace culture

22. HR Coordinator Details

  • Timekeeping Management: Timeclock system management and temp timesheet coordination
  • Interview Scheduling: Schedule interviews for hiring managers
  • Onboarding Preparation: Prepare onboarding paperwork for new hires
  • Form Assistance: Help employees complete hiring paperwork (I-9, W-4, application, etc.)
  • File Management: Create and manage confidential new employee files
  • Notice Distribution: Prepare and distribute HR notices to staff
  • Insurance Support: Assist with insurance enrollments, changes and updates
  • Retirement Support: Assist with 401(k) enrollments, changes and updates
  • IT Coordination: Schedule computer and phone repairs with IT
  • Medical Coordination: Coordinate medical clinic visits for new and existing employees
  • Claims Assistance: Assist with workers' comp claims
  • Supply Ordering: Order and distribute office supplies
  • Translation Services: Translate HR notices from English to Spanish and distribute
  • Employee Engagement: Head of the company's Fun Team
  • Safety Training: Schedule and coordinate safety training
  • Leave Management: Manage and administer employee leaves
  • Attendance Monitoring: Manage and administer the Attendance Control Program
  • Recruitment Support: Assist with hourly recruiting, interviewing, and new hire orientation
  • Project Assistance: Assist the Associate HR Manager with all projects and initiatives

23. HR Coordinator Responsibilities

  • Client Partnership: Work in close partnership with HR Partners and HR Managers to be a credible activist for clients
  • Policy Interpretation: Interpret and explain human resources policies, procedures, laws, standards and regulations
  • Cross-Functional Collaboration: Partner effectively with HR Partners and HR specialist groups including Learning and Development, Employee Relations, Recruiting, HR Operations, Payroll
  • Experience Improvement: Proactively identify opportunities and assess improvements to the employee experience and partner with the Energy HR team to develop and implement innovative and lasting solutions
  • Inquiry Handling: Ensure employee inquiries are answered and/or properly routed promptly
  • People Analytics: Pull reports and provide analytics related to people metrics
  • Project Support: Support any other special projects
  • Data Auditing: Perform periodic audits of people data and work with HR Operations to correct
  • Leave Coordination: Coordinate with HR/Compensation/Recruiting on assignments for LOA, Light Duty, Modified Duty, and Restricted Duty

24. HR Coordinator Job Summary

  • Onboarding Coordination: Manage the coordination and execution of all aspects of employee onboarding
  • Orientation Scheduling: Schedule first day activities, new hire orientations, collect and process new hire paperwork, manage the background check process, and administer Form I-9
  • System Management: Manage the Applicant Tracking System (ATS), Greenhouse and HRIS and ensure accuracy of the data
  • Culture Engagement: Engage with the Recruiting Operations team to promote awesome culture internally and externally
  • Employee Support: Assist with employment verifications, answer general inquiries and proudly communicate the incentives of the company and initiatives of the HR team
  • Internal Collaboration: Provide exceptional support to fellow 'Yexters'—recruiters, hiring managers, HR Business Partners, and internal and external clients
  • Employee Availability: Be readily available to employees when they have questions and proactively check on employees
  • Policy Knowledge: Maintain an appropriate level of process, program and policy knowledge to help employees perform at their best
  • Process Improvement: Proactively identify process improvement opportunities to better leverage technology and help the HR team scale

25. HR Coordinator Accountabilities

  • Staff Motivation: Motivates the staff to carry out allocated duties by setting policies and procedures and to expected standards so that the departmental objectives are achieved
  • Organizational Commitment: Commitment to the path and values of the organization (faith in youth and volunteers, integrity and honesty, sacrifice and altruism, teamwork and team spirit, innovation and creativity, integrity in dealing and beneficiary dignity, responsiveness and initiative)
  • Strategy Development: Responsible for developing the organization's HR strategy plan as well as ensuring consistency in human resource policies and procedures
  • Operational Planning: Develop an operational plan that incorporates objectives that work towards the strategic direction of Violet
  • Operational Oversight: Ensure and oversee that the operations of Violet meet the expectations of its donors, board, and funders
  • Record Management: Ensure that all documentation and files for all stakeholders are securely stored and privacy/confidentiality is maintained
  • Policy Compliance: Assist in the regular review and roll-out of HR policies, employment policies, and procedures in compliance with Violet’s standards and evolving national labor law
  • Recruitment Planning: Assist in the development of staffing and recruitment plans to ensure that each team is staffed appropriately, according to need and funding availability, in an efficient and timely manner
  • Policy Implementation: Ensure the consistent implementation of HR and administration policies and procedures
  • Staff Hiring: Ensure staff hiring is conducted efficiently and in compliance with Violet’s policies and national labour law
  • Manpower Planning: Prepares and executes the manpower plans and budgets for the organization
  • Grievance Management: Responsible for implementing the grievance system and providing all possible support to close all the gaps causing the problem without affecting or disturbing any of Violet’s policies and procedures
  • Contract Management: Ensure the timely processing of new contracts, contract extensions, staff transfers, promotions, and other changes of status
  • Disciplinary Oversight: Manage processes related to disciplinary actions, staff separation, and termination
  • Employee Support: Respond to employee-related queries and provide services to all HR-related inquiries and requests
  • Audit Preparedness: Make sure that employees' files are auditable at all times
  • PSEA Compliance: Respect and apply all the PSEA principles, and show a high commitment to report any PSEA action
  • HRIS Supervision: Supervise the day-to-day activities of HR information systems
  • Work Permit Renewal: Responsible for the renewal of work permits for all related employees
  • Payroll Preparation: Ensure timely payroll preparation
  • Training Planning: Lead in building the annual training and development plan as per Violet’s training and development SOPs
  • Project Oversight: Oversee training and capacity-building/development projects
  • Needs Assessment: Initiates the analysis of training needs, the development of appropriate training plans, securing the necessary budgets, and the optimum matching of training needs with resources available
  • Performance Management: Build, review, and enhance Violet’s PMS
  • Evaluation Training: Enhance management of Violet’s team on how to properly conduct and track evaluation processes

26. HR Coordinator Functions

  • Issue Resolution: Answers questions and resolves issues based on phone calls, emails, and internet inquiries from members, clients and others while maintaining consistent quality
  • Enrollment Support: Research and respond to enrollment issues
  • Problem Solving: Provide problem resolution by effectively communicating with other departments, product vendors, and the participant or client
  • Task Ownership: Receive, distribute and/or own tasks including resolution and appropriate customer support
  • Contact Tracking: Effectively document and track contacts with participants, clients and vendors
  • Customer Interaction: Ensure all interactions with customers (both internal and external) are professional and courteous
  • Referral Management: Escalate appropriate referrals, complaints, grievances and appeals according to client requirements
  • Self-Service Education: Educate participants, clients and others on self-service options
  • Report Preparation: Assist in the preparation of daily, weekly or monthly reports
  • Data Maintenance: Update member data including dependents, change of addresses, etc., ensuring data integrity
  • Document Handling: Completes tasks, generates letters and files associated paperwork
  • Team Collaboration: Effectively interact with all team members to resolve participants' or clients' needs
  • Project Coordination: Special projects and other duties as assigned
  • Report Generation: Generate reports and complete projects in conjunction with Team or Client Services
  • Team Support: Complete miscellaneous team functions - mail, FedEx, answering phones, photocopying, faxing, etc.
  • Customer Support: Assist with customer tours or audits
  • System Utilization: Utilize computer systems and reports to support customer needs
  • Transition Assistance: Assist with account transition and training requirements
  • Client Communication: Complete customer correspondence, surveys, and mailers related to Client Services initiatives
  • Question Handling: Receive and resolve participant questions in coordination with the Administration Team
  • Account Updates: Handle account changes such as benefit level, plan selection, and consolidations

27. HR Coordinator Job Description

  • Inquiry Response: Respond to internal and external HR related inquiries or requests and provide assistance
  • Call Management: Answer HR related calls from internal and external clients
  • Data Maintenance: Keep up-to-date records of personnel-related data (payroll, personal information, short-term disability, leaves/accommodations) to ensure all employment requirements are met
  • Termination Processing: Manage terminations and requisitions
  • Job Requisitioning: Open and close job requisitions and occasionally assist with exit interviews
  • Recruitment Support: Support the recruitment/hiring process utilizing various job boards and out-of-the-box outreach
  • Event Coordination: Schedule and attend job fairs
  • Meeting Coordination: Coordinate meetings, initial screenings and interviews, HR events, etc., and ensure the team’s agenda and timelines are met
  • Application Screening: Screen, print and review applications and resumes, screen and interview candidates to fill existing and expected job vacancies
  • Applicant Evaluation: Review and evaluate applicants' work history, education, training and other qualifications
  • Candidate Interviewing: Interview those selected who meet the organization’s qualifications if the Supervisor is not available
  • Interview Scheduling: Confirm potential employee interviews via email with the candidate and schedule them into the calendar
  • Onboarding Preparation: Prepare and present the candidate onboarding paperwork once determined if eligible for hire
  • Job Offer Handling: Prepare and extend the job offer and ensure the Work Opportunity Tax Credit has been filled out
  • Offer Letter Issuance: Provide an offer letter and Paychex registration information
  • Role Communication: Inform candidates of job responsibilities, compensation/benefits programs, work schedule/conditions, career advancement opportunities, etc.
  • Hire File Creation: Create a file for the new hire and give it to Payroll to enter into Paychex
  • ID Badge Creation: Take a photo of the new hire to create an ID badge for the first day of training
  • Confidentiality Management: Enter employee information and maintain confidentiality
  • Training Material Provision: Provide the new hire with the necessary supplies and the Training Packet
  • Background Screening: Perform reference and background checks and process new hires through E-Verify within three days of hire
  • I-9 Tracking: Keep a up-to-date log of I-9s (active and inactive)
  • Job Description Updates: Create and update job descriptions, policies and procedures
  • Handbook Management: Maintain the employee handbook to reflect updates
  • Performance Support: Assist supervisors in performance management procedures
  • Review Tracking: Maintain an accurate log of 90-day/Annual Performance Reviews
  • Attendance Monitoring: Manage employees' call-outs, email necessary management, record employee absenteeism into Express Time and call-out log
  • Time Off Recording: Maintain records of employee vacation time and unpaid days off in ExpressTime
  • Termination Discussion: Discuss any involuntary terminations with the HR Manager before completing the form
  • Documentation Filing: File all disciplinary actions and other employee documentation including performance reviews
  • System Updates: Make corresponding entries into Paychex and Express Time
  • Report Generation: Run reports monthly and on an ad hoc basis for the HR Monthly report and other needs
  • Metrics Reporting: Reports include reporting on HR metrics such as applicant status, turnover, time-to-fill, etc.
  • Leave Tracking: Respond to employee inquiries and track FMLA and NJ Family Leave
  • Claims Processing: Complete Worker’s Compensation and Disability processes

28. HR Coordinator Overview

  • Internal Communication: Directs periodic communication to plant employees from Corporate HR and Payroll Departments throughout the year
  • Confidential Writing: Provides written communications to employees in a confidential manner
  • Document Submission: Providing Corporate HR and Payroll with employee file documents promptly
  • Paperwork Review: Reviewing all employee paperwork to see that it is complete before turning it over to the Corporate HR office for processing
  • Compliance Posting: Maintains plant bulletin board, assuring that required postings are in place and up to date
  • Insurance Support: Assist employees with medical insurance issues
  • Management Assistance: Assist in plant management
  • Communication Facilitation: Facilitation of company communication via email, telephone, etc.
  • Housekeeping Oversight: Maintenance of good housekeeping practices
  • Expense Reporting: Prepare Plant Credit Card DEEM reports monthly
  • Cash Handling: Maintain any petty cash on site
  • Mentor Program: Lead the Mentor Program onsite
  • Driver Records: Maintain onsite driver Logs, DVIR, and driver files
  • Fuel Tracking: Maintain Fuel charges, Fuel receipts, and quarterly reports for accounting
  • Volunteer Coordination: Coordinate Volunteer Events for corporate initiative
  • Program Management: Maintain the WIT program and team recognition programs
  • Meeting Coordination: Coordinate monthly plant meetings

29. HR Coordinator Details and Accountabilities

  • HR Support: Provide HR support for all aspects of work from the Human Resources Department, the Human Resources Manager and Herff Jones leaders and employees
  • Recruitment Execution: Conduct recruiting functions for the plant (posting, sourcing, interviewing, and offer process)
  • Recruiting Partnership: Partner with the corporate recruiting function on industry best practices and Herff Jones process improvements
  • Applicant Evaluation: Review applicants to evaluate position requirements and manage the selection procedures
  • Candidate Placement: Ensure that an interview process and proper placement of motivated and qualified candidates are achieved
  • Onboarding Support: Support the Human Resources Department with the onboarding of applicants and new hire data entry
  • Payroll Processing: Complete weekly payroll processing for 225+ employees and temporary workers
  • Employee Engagement: Support all employee events (recognition, annual celebrations)

30. HR Coordinator Tasks

  • HR Support: Responsible for providing generalist operational HR support to a team of PL Leaders (Business Partners) to deliver upon the People and Leadership priorities identified in the business strategy
  • HR Advisory: Provide first-level HR advisory support to Employees and Business Leaders on a variety of HR topics by Company policies and procedures
  • Employee Relations: Employee relations case management, escalating to PL Leaders (HR Business Partners)
  • HR Coordination: Support coordination of annual HR deliveries with the PL Leaders and specialist PL competence centers (HR centers of excellence)
  • Project Delivery: Contribute towards and/or lead a broad range of HR projects and operational HR deliveries in collaboration with stakeholders within the People and Leadership network and the business
  • Process Documentation: Document HR processes and procedures for continuous improvement in the PL team, ensuring alignment between business areas
  • Crisis Response: Active member of the Emergency Response team
Relevant Information
What Does A Global HR Business Partner Do?