HR Coordinator

JOB TITLE: HR CoordinatorFLSA STATUS: Non-ExemptSCHEDULE: M-F, 37.5 hrs./weekLOCATION: Kansas City, MO or St. Louis, MO (Hybrid work environment with 2 days/week in office)REPORTS TO: HR Manager, Staff Relations POSITION SUMMARY:The HR Coordinator administers day-to-day Human Resources operations, including post-hire employee processing, HRIS administration, employee records management, reporting, and employee lifecycle transactions. This position serves as a point of contact for routine employee inquiries and collaborates with Human Resources, Payroll, Shared Services, and other internal teams to maintain accurate employee information, coordinate employment changes, and support established HR processes. The HR Coordinator manages multiple administrative activities simultaneously, monitors the accuracy and completion of employee transactions, supports employee recognition programs, and provides backup support for new hire onboarding and orientation activities. COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $31.00 and $35.50. BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability PRIMARY RESPONSIBILITIES:Coordinate post-hire employee processing, including reviewing new hire information, completing required HRIS transactions, organizing employee records, and ensuring information is accurately maintained following an employee's start date.Maintain employee information and documentation in UKG and other HR systems, including processing employee status changes, transfers, compensation changes, terminations, and other employment-related transactions.Review employee data and supporting documentation for accuracy and completeness, identify discrepancies or outstanding information, and coordinate necessary corrections with appropriate internal stakeholders.Maintain accurate and confidential personnel files and employee records in accordance with Firm procedures and applicable recordkeeping requirements.Coordinate administrative activities associated with employee departures, including processing termination information, updating employee records, and communicating required information to Payroll, Shared Services, and other internal teams.Serve as a point of contact for routine employee inquiries directing complex matters to appropriate HR team members.Provide operational support for UKG, including password resets, time and attendance inquiries, system navigation, troubleshooting routine issues, and preparing or maintaining employee job aids.Generate, review, and distribute headcount, time and attendance, employee data, and other HR reports and metrics to support departmental activities and information requests.Coordinate with Payroll to review and communicate employee information related to new hires, terminations, bonuses, compensation changes, and other transactions affecting payroll processing.Collaborate with the HR Assistant and other internal stakeholders to coordinate employee welcome gifts, service awards, and other employee recognition activities.Serve as backup to the HR Coordinator, Onboarding, including facilitating staff and attorney orientations, coordinating outstanding onboarding requirements, and supporting new hire documentation and related activities.Monitor outstanding HR transactions, documentation, and administrative requests, following up with employees and internal stakeholders to support timely and accurate completion.Collaborate with the team to identify opportunities to improve HR administrative processes, employee records management, system workflows, reporting, and employee communications.Provide additional administrative and project support to the Human Resources team as needed.Engage professionally and effectively with employees and internal stakeholders at all levels while managing competing priorities, handling confidential information, and responding to changing departmental needs. QUALIFICATIONS:Education: Associate’s degree or and/or Bachelor’s degree preferred. EXPERIENCE, SKILLS & COMPETENCIES:Experience: Minimum of 2 years of Human Resources experience, including hands-on HRIS data entry, employee records administration, and support of HR operational processes. Prior experience in a professional services environment, such as a law firm or consulting firm, is preferred.HR Systems & Technical Proficiency: Proficiency in HRIS platforms, including entering, maintaining, reviewing, and updating employee information and employment transactions; experience with UKG strongly preferred. Working knowledge of employment-related recordkeeping requirements and HR administrative procedures. Proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint. Experience generating and reviewing reports from HR systems to support employee data analysis and departmental activities. Experience with Smartsheet preferred.HR Operations & Organization: Demonstrated knowledge of employee lifecycle processes, including new hire processing, employee status changes, personnel records administration, and terminations. Coordinates multiple concurrent HR transactions, administrative requests, and deadlines while maintaining accurate records and tracking outstanding requirements. Prioritizes work based on established timelines, transaction requirements, and departmental needs.Data Accuracy & Analytical Skills: Reviews employee information, HRIS transactions, and reports to identify missing information, inconsistencies, and data discrepancies. Reconciles information across records and systems, follows up on discrepancies, and supports the accuracy of employee data used for HR administration, reporting, and payroll coordination.Communication & Collaboration: Communicates clearly and professionally, both verbally and in writing, with employees and internal stakeholders at all levels. Coordinates with Human Resources, Payroll, Shared Services, and other internal teams to exchange employee information, clarify administrative requirements, resolve routine issues, and support timely processing of employee transactions.Initiative & Problem-Solving: Identifies outstanding HR transactions, incomplete documentation, system issues, and administrative requests requiring follow-up. Resolves routine HR operational issues within established procedures, escalates matters requiring additional review, and identifies opportunities to improve administrative processes, system workflows, and employee communications.Confidentiality & Professionalism: Handles employee and Firm information with discretion and maintains confidentiality in accordance with Firm practices and applicable requirements. Maintains accuracy and professionalism when responding to employee inquiries, processing sensitive employment information, and managing competing priorities in a fast-paced environment. SUPERVISORY RESPONSIBILITY:No direct supervisory authority required. WORKING CONDITIONS:Primarily performed in an office environment with frequent interaction across multiple legal teams.Occasional travel to other office locations or administrative/regulatory sites may be required.Work hours are generally standard business hours; however, occasional evenings or weekends may be required to meet deadlines or manage urgent business needs.Fast-paced, collaborative environment requiring adaptability, attention to detail, and the ability to manage multiple priorities simultaneously. PHYSICAL REQUIREMENTS:Regularly required to sit, stand, or walk for extended periods while performing administrative and docketing duties.Ability to lift and carry up to 25 lbs. as necessary for filing or document handling.Ability to perform repetitive motions, including typing, filing, and document scanning.Occasional bending, reaching, and handling of office equipment or materials.Adequate visual and auditory ability to accurately review legal documents, operate computer systems, and communicate effectively. DISCLAIMERThe above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.