HR Coordinator

Job Purpose / Objective

This position is responsible for coordinating and administering support for Human Resources and Operations. The  HR Coordinator  will facilitate implementation of services, policies, procedures, and programs, in adherence with and prescribed by, HR and / or operations management. The incumbent will contribute to the accomplishment of company practices and objectives that strive to provide an employee-oriented, high-performance culture with emphasis on quality, productivity, and the ongoing development of a superior workforce.

2. Essential Job Functions :

• General clerical duties including, but not limited to, copying, faxing, mailing, and maintaining the filing system.
• Work with Department Managers on recruitment process and employee relations in keeping with instruction and protocol to ensure accuracy and efficiency.
• Coordinate maintenance of office area and equipment which would include office supplies, and machines such as copier / printer.
• Open, sort and distribute incoming correspondence, mail, inter-office pouches, etc.
• Greets in-person visitors and addresses their inquiries, requests, and / or needs.
• Answer main department phone line – provide general information and / or route calls accordingly
• Monitor HR mailbox, departmental email inboxes and correspondence throughout the day – distribute and process accordingly
• Responds to inquiries from applicants and employees, ensuring confidentiality of all information.
• Establishes positive and professional rapport with all employees providing consistent and reliable support and assistance.
• Facilitates full cycle recruiting to provide sufficient and quality workforce :
• Creates and posts job advertisements, coordinates and facilitates job fair events – maintaining receipts for reconciling invoices and / or submitting payment requests.
• Reviewing applications received online and uploading information into the Company’s applicant tracking system (ATS).
• Conducts intake / prescreen interview of applicants who meet minimum qualifications of job they have applied for, and schedule interviews of those that satisfy prescreen.
• Conducts reference checks of new hire as well as employment history, and criminal background checks, utilizing appropriate Company Forms and procedures in accordance with policy and DOT regulations.
• Drafts and presents offer letters and new hire paperwork for onboarding, ensuring all documents are executed with accuracy in compliance with applicable employment laws.
• Conducts post-offer, pre-employment drug screens, following strict guidelines as stipulated by HR Compliance team to ensure compliance with Company policy, federal and state employment regulations, as well DOT, and DOE regulations.
• Coordinates and facilitates regular New Hire Orientations, ensuring newly onboarded staff are scheduled and attend timely.
• Coordinates training schedule for new hires and coordinates release to work upon completion.
• Generate Notice to Personnel (NTP) forms to accommodate transfers, change in status (hours, pay, title), or terminations.
• Drafts and issues pay change notification letters under direction of HR management.
• Maintains tracking of recruitment and hiring efforts, providing reports of hires, promotions, transfers, terminations, and other pertinent data.
• Creates and maintain employee files and filing system.
• Maintain and replenish adequate inventory of HR supplies and paperwork such as applications, direct deposits, new hire packets, handbooks, referrals, etc.
• Responsible for upkeep of front reception and visitor area – ensure adequate supplies and resources are available.
• Maintains employee personnel files and records in an organized manner, easily accessible to the HR team – scanning and organizing files and records as necessary and in preparation towards implementation of new HRIS.
• All other duties as assigned.

3. Essential Skills (Minimum qualifications individual must possess when entering position) – i.e. skillsets, education, certifications, etc. :

4. Working Conditions / Job Environment :