HR Associate / HR Specialist

About the Role

Vanguard is seeking a motivated, people-first HR Associate / HR Specialist to join our growing HR team at our White Plains, NY office. This role is ideal for an HR professional who has built a solid administrative foundation and is ready to take on broader responsibility across the full employee lifecycle.

Key Responsibilities

• Career: Coordinate full-cycle recruitment activities including posting job openings, screening resumes, scheduling interviews, conducting initial phone screens, and coordinating background checks and offer letter preparation
• Onboarding: Facilitate new hire onboarding — paperwork, orientation, IT coordination, and ensuring a smooth first-week experience for every new team member
• HR Support: Serve as a first point of contact for employee inquiries related to HR policies, benefits, payroll, and leave — routing and escalating as needed
• Benefits: Assist with benefits administration including enrollment, open enrollment changes, and vendor coordination
• Performance Management: Assist with performance management processes by distributing evaluation forms, tracking deadlines, and organizing documentation for reviews
• Data Management: Support HRIS systems, maintain and update employee records in Miter Software; process personnel changes (promotions, transfers, terminations) with accuracy and confidentiality
• Compliance: Coordinate compliance documentation for federal, New York State, and local employment laws (FLSA, FMLA, ADA, EEOC, COBRA)
• Training: Coordinate employee training sessions — scheduling, tracking participation, and gathering feedback
• Reporting: Generate HR reports and metrics (turnover, recruitment pipeline, training completion) using Miter Software and Excel
• Initiatives: Contribute to HR initiatives and special projects such as policy updates and employee engagement programs

Required Qualifications

• Experience: 1–3 years of experience in an HR support, administrative, or coordinator role
• Software: Proficiency in Miter Software or a comparable HRIS platform
• Laws: Working knowledge of federal and New York State employment laws
• Certification: SHRM-CP, PHR, or similar HR certification preferred but not required

Required Knowledge

• HR Functions: Recruitment, onboarding, benefits administration, performance management, and employee relations
• Laws: FLSA, FMLA, ADA, EEOC, COBRA, and New York-specific requirements
• Systems: HRIS systems, applicant tracking systems (ATS), and basic reporting tools
• Best Practices: Employee engagement, records management, and confidentiality standards
• Compensation: Basic understanding of compensation structures, payroll processes, and DEI principles

Skills & Abilities

• Communication: Strong verbal and written communication skills to interact professionally with employees, candidates, and managers at all levels
• Organization: Excellent organizational and multitasking abilities to manage competing priorities and meet deadlines in a fast-paced environment
• Attention to Detail: High attention to detail and accuracy in data entry, documentation, and reporting
• Customer Service: Customer-service mindset with empathy and professionalism in every employee interaction
• Judgment: Sound judgment to resolve routine HR issues independently and escalate appropriately
• Confidentiality: Discretion and integrity when handling sensitive and confidential information
• Technology: Comfort with HR technology and a drive to work efficiently and improve processes
• Teamwork: Collaborative team player who builds positive relationships across departments

Compensation & Benefits

• Salary: Base Salary: $55,000 – $72,000 annually, based on experience
• Benefits: Medical, dental & vision insurance, 401(k) company contribution, paid time off & company holidays, professional development support

Why Join Vanguard?

Vanguard is a dynamic, growth-oriented electrical contractor with deep roots in New York City since 2007. We specialize in low-voltage temperature controls and Building Management Systems (BMS), powering some of the most demanding commercial infrastructure projects in the country. We expanded into Texas during COVID and now have 250+ team members delivering projects across NYC, Dallas–Fort Worth, Austin, San Antonio, Abilene, and beyond.

Growth Opportunities

Direct mentorship from company leadership, with a clear path to HR Generalist and beyond as we continue to scale.

Collaborative Culture

Join a lean, high-performing HR team where your contributions are visible, valued, and directly tied to how the company operates.

Meaningful Work

Support the people behind some of New York’s most important infrastructure projects — your work has a real impact on employee experience and organizational success.