HR Coordinator

Gray AES, the professional services arm of Gray, is a top-ranked firm offering architecture, engineering, and automation services globally. We are a family-owned, fully integrated global service provider specializing in engineering, design, construction, digital, equipment manufacturing, and real estate services. Our purpose is to make a positive difference in people's lives and build a better future.

About the role

We are seeking an HR Coordinator to join our People Operations Team in the Lexington, KY office. This role is based in the Lexington office, with potential flexibility for hybrid work based on business needs. The ideal candidate is energetic, self-motivated, detail-oriented, and comfortable working in a fast-paced, collaborative environment. This role is a strong fit for someone who enjoys supporting people, improving processes, and helping the Human Resources team partner with the business to achieve organizational goals.

Visa Sponsorship: This role is not eligible for visa sponsorship.

Responsibilities

• Process and maintain HRIS transactions and Team Member data changes, including job changes, address changes, promotions, terminations, pay changes, PTO/vacation corrections, location updates, and other routine updates.
• Maintain accurate HR data and records through routine review, reporting, file maintenance, and periodic audits.
• Coordinate Gray AES onboarding activities, including Day 2 orientation, cohort logistics, 30/60/90-day check-ins, and ongoing improvements to the onboarding experience.
• Support HR programs and business initiatives through scheduling, coordination, tracking, communication, and follow-up.
• Prepare and distribute HR reports, including monthly departmental reports, Team Member location reports, and other ad hoc reporting requests.
• Maintain Employment Eligibility Verification Form I-9 files in compliance with applicable requirements and support HR Compliance with required audits.
• Partner with Payroll to track pay changes, respond to routine payroll-related questions, and help resolve discrepancies timely.
• Maintain personnel files, job descriptions, and related Team Member records to ensure information remains accurate and up to date.
• Respond to Team Member inquiries and HR support requests, including address changes, PTO-related questions, employment information, and other routine needs; escalate complex matters to the appropriate HR partner or resource.
• Create, prepare, and maintain Team Member documents and HR communications, including MOUs, bulk letters, job descriptions, HR Newsflash content, and other correspondence.
• Support HR processes such as stay interviews, recruiting coordination, program coordination, Team Member separation activities, and other administrative or transactional HR requests.
• Provide general coordination and administrative support to the HR team as needed.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, or a related field, plus two (2) years of human resources experience; or an equivalent combination of education and experience.
• Experience supporting HR administration, HRIS transactions, onboarding coordination, personnel records, and team member inquiries is preferred.
• Proficiency with Microsoft Office, HR systems, spreadsheets, reporting tools, and e-mail is required.
• Strong attention to detail, follow-through, discretion, and organizational skills are required.
• Excellent written and verbal communication skills, with the ability to provide responsive and professional support to team members, HR partners, and business leaders.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms, and talk or hear.
• May occasionally be required to climb or balance, stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required include close vision.
• Generally, normal office environment where noise level is moderate and temperature/humidity is controlled.
• Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.