WHAT DOES AN HR OPERATIONS COORDINATOR DO?

Published: Jul 28, 2025 - The Human Resources (HR) Operations Coordinator provides expert advisory support to employees and managers by interpreting human resources policies and local employment laws, ensuring consistent and compliant guidance. This position acts as the first point of escalation for complex human resources issues, mentors human resources operations specialists, and collaborates across locations to maintain global consistency in human resources processes. The coordinator also champions process excellence, manages sensitive employee relations cases confidentially, supports regulatory reporting, and identifies opportunities for continuous operational improvement.

A Review of Professional Skills and Functions for HR Operations Coordinator

1. HR Operations Coordinator Duties

  • Customer Service: Provide customer service support to employees in a virtual environment
  • Requisition Management: Review and assign requisitions, work with hiring managers to determine internal sourcing, screen high-volume internal candidates, and build the candidate pipeline
  • HR Consulting: Consult with managers on HR and recruiting processes, communicate front-end process capabilities to managers, and propose solutions to HR needs
  • Process Improvement: Identify areas for process improvement and provide process solutions for non-standard sub-process activities
  • Process Support: Specialize in support processes and engage in beginning-to-end support processes within a sub-region or function
  • Data Management: Update employee indicative data, including new hires, requisitions, terminations, and leave status, and extract reports
  • Procedure Updates: Update standard operating procedures
  • Quality Management: Oversee quality management of employee data in information databases to ensure that data is current and complete
  • Recruitment Guidance: Provide guidance on recruitment plans
  • Process Guidance: Provide support process guidance to lower-level employees

2. HR Operations Coordinator Responsibilities

  • Escalation Management: Act as the escalation point for queries, working in partnership with the HR service desk via phone, ticket, and email for all hire-to-retire activity
  • HR Support: Provide HR advice and support for employees
  • Team Collaboration: Work closely with the wider HR team including payroll, HR advisor, and business partner, to ensure that advice and guidance are provided with consideration of local labor and employment laws
  • Customer Communication: Ensure customers are communicated with in an effective and timely manner
  • Continuous Improvement: Maintain a continuous improvement mindset
  • Complaint Resolution: Respond positively to escalations and complaints to ensure excellent customer service is consistently delivered
  • Trend Analysis: Highlight emerging trends and potential issues that may impact service delivery to ensure the customer experience is not compromised
  • Reward Administration: Support reward administration tasks for key annual activities such as year-end annual review, benefits window, living wage, long service awards, and related queries
  • Training Support: Support the training and upskilling of the Tier 1 HR service desk advisors
  • Query Management: Manage all queries that have been escalated by the HR service desk

3. HR Operations Coordinator Accountabilities

  • HR Administration: Deliver HR administration including data management, payroll processing, maternity, leaves, new hires, job changes, training, and invoices
  • Customer Service: Ensure a high level of customer service and operational excellence to resolve transactions efficiently and in full compliance with relevant legal and process requirements
  • Onboarding Support: Ensure smooth onboarding, training, process, and support documentation and aids for colleagues
  • Employee Support: Act as a point of contact for employees and managers for all administrative queries and provision of administrative support
  • System Maintenance: Maintain HR systems on a day-to-day basis
  • Escalation Management: Manage escalations and take ownership for ultimate issue resolution
  • Benefits Administration: Liaise with the HR compensation and benefits team to ensure accurate and timely administration of annual benefit schemes including Simplyflex, pensions, and long service awards
  • Audit Compliance: Ensure audit compliance including starters and leavers audit, work permits, quarterly recruitment audit, and PDR audits
  • Onboarding Coordination: Ensure and organize the onboarding process

4. HR Operations Coordinator Job Description

  • HR Advisory: Provide advisory support to employees using in-depth knowledge of HR policies, procedures, regulations, and local employment law
  • Policy Interpretation: Provide expert HR policy interpretation
  • Employee Experience: Apply best practices and provide excellent service to enhance the employee experience
  • Escalation Management: Act as the first point of escalation and mentor HR operations specialists on complex HR activities
  • Confidentiality Management: Maintain strict confidentiality, manage, and escalate complaints and sensitive people-related cases to HR business partners and people directors
  • Process Excellence: Champion HR process excellence
  • Guidance Maintenance: Ensure employee user guides are maintained and align with local legislation and King policies
  • Employee Relations: Advise managers and employees on employee relations issues and escalate cases
  • Cross-Functional Collaboration: Collaborate and work alongside HR operations specialists and HR partners in other office locations to ensure best practices are consistent across King
  • Operational Improvement: Identify and provide insight where operational improvement is needed and help implement change on a local and global level
  • Data Integrity: Support HR process improvement with a focus on data integrity
  • Regulatory Reporting: Support the preparation of local regulatory reporting

5. HR Operations Coordinator Overview

  • Data Processing: Process data changes in HR systems including rehires, terminations, and promotions
  • Data Auditing: Partner with the manager of HR operations to conduct HRIS data audits to ensure the systems' information is accurate, reportable, and compliant
  • Compliance Reporting: Aggregate information for standard annual compliance reporting including EEO-1
  • Performance Data Management: Manage performance review data for hourly employees in ADP and salaried employees in ReviewSnap
  • Process Improvement: Partner with other HR team members to drive changes to processes and systems
  • Reporting Support: Run basic and recurring reporting requests in support of the HR function, such as employee rosters
  • Systems Support: Provide systems support for HR-related technologies
  • Technology Support: Provide system support for HR technologies including HRIS, ATS, and LMS

6. HR Operations Coordinator Details and Accountabilities

  • File Management: Manage electronic file management using DocuSign, DynaFile, and other future systems
  • Training Support: Assist with creating training materials about system implementations, process changes, and upgrades
  • Confidential Data Management: Manage confidential HR data, including maintenance of complete employee files
  • Operational Support: Provide operational support to the HR team
  • Inquiry Response: Respond to employee-related inquiries sent to the HR email inbox regarding platform login issues, basic system use questions, and password resets
  • Issue Escalation: Escalate and reroute issues from the HR email inbox to others within 36 hours
  • Backup Support: Act as a backup for the HR coordinator, particularly on time-sensitive requests such as offer letter creation and verification of employment
  • Library Management: Support the organization and integrity of the job description library
  • Technical Support: Provide technical support for pre-boarding and post-boarding

7. HR Operations Coordinator Roles

  • Customer Service: Provide a high level of customer service and administrative support to coordinate interview schedules with candidates and hiring teams including phone, video, and in-person
  • Travel Coordination: Book travel arrangements
  • Compliance Management: Manage the initiation and completion of new hire I-9 forms
  • Regulatory Compliance: Stay informed and up to date on requirements and ensure compliance guidelines are followed
  • System Utilization: Utilize the applicant tracking system SuccessFactors and LawLogix for I-9 case management
  • Attention to Detail: Focus on attention to detail, be solution-oriented, and manage priorities in a high-volume setting
  • Problem Solving: Answer complex functional questions that may require additional research and follow-up
  • Integrity and Confidentiality: Work with high integrity, maintain confidentiality, and use appropriate discretion
  • Team Collaboration: Collaborate with team members, actively look for process improvements, bring ideas forward, participate on project teams, and implement

8. HR Operations Coordinator Essential Functions

  • Payroll Processing: Prepare, balance, and reconcile payroll data
  • Earnings Calculation: Process earnings, deductions, and tax withholdings, applying company policy, collective agreements, and tax compliance requirements
  • Compensation Calculation: Calculate earnings such as retro pay, holiday pay, reimbursements from employees for overpayments, benefits, pensions, union dues, paid leaves, and more
  • Payroll Review: Review time records, check for payroll accuracy, address payroll-related issues as they arise, and process off-cycle payments
  • System Transactions: Complete Payroll Partner transactions in Workday for payroll processing
  • Problem Solving: Problem-solve to correct inaccurate payments and process corrections
  • Employee Support: Provide support to employees and site managers
  • Third-Party Payments: Reconcile and process third-party payments including payroll taxes, garnishments, and union dues
  • Ethics Compliance: Uphold and promote the organization’s values and philosophy relating to ethics, morality, and integrity as set out in Revera’s Code of Conduct

9. HR Operations Coordinator General Responsibilities

  • Tier 1 Support: Handle a variety of Tier 1 support services for employees and managers across the company, requiring general familiarity with human capital management resource documents, company policies, HCM programs, payroll, benefits, and HCM operations
  • Administrative Support: Consistently provide administrative support to the HCM team by creating and distributing documents, collecting e-signatures, managing trackers, documenting processes, and managing processes
  • Company Representation: Serve as the voice and face of the company when interacting with employees, candidates, vendors, and external parties
  • Customer Service: Consistently provide timely, accurate, and customer-friendly responses to requests for HCM support received by phone, email, or virtual systems
  • Workload Management: Prioritize workload and ensure timely responses to inquiries and deadlines
  • Centers of Excellence Support: Provide administrative support to HCM centers of excellence including benefits, compensation, training and development, talent acquisition, employee relations, and recognition
  • New Hire Processing: Process new hire and separation actions including preparation of required paperwork, meeting compliance requirements, coordinating with stakeholders, distributing documents, answering questions, and updating employment records
  • Record Keeping: Assist in the management of HR record keeping, both paper-based and electronic, for compliance with applicable laws, rules, and regulations and as directed by WCG policy or management

10. HR Operations Coordinator Roles and Details

  • Background Checks: Process background checks, I-9 forms, and E-Verification services by regulatory requirements and company retention policies
  • Personnel Actions: Process personnel actions for employee life cycle changes such as promotions, supervisory changes, pay changes, status changes, and leaves
  • Data Entry: Complete HRIS data entry with high attention to detail and facilitate understanding of interdependencies with finance, benefits, payroll, and other stakeholders
  • Policy Compliance: Follow established corporate and HCM processes and policies, raising concerns and questions to leadership when defined processes do not specifically address new or different scenarios
  • Safety Postings: Help maintain federal and state safety and employment postings
  • Event Coordination: Assist in maintaining a departmental calendar of events and resources
  • Service Ownership: Accept ownership for the service center experience by caring for employees, resolving problems, exploring opportunities to add value, and providing suggestions for process or documentation improvements for continuous improvement
  • Professional Development: Expand job knowledge by participating in cross-functional and individual development opportunities such as reading professional publications, maintaining personal networks, participating in professional organizations, reviewing employment laws and industry trends, and attending webinars
Relevant Information
What Does An HR Coordinator Do?