HR Coordinator

About the role

The Human Resources Coordinator will support the day-to-day operations, administration, compliance, and employee-support activities of the Human Resources Department.

Responsibilities

• Support the daily administrative and operational activities of the Human Resources Department.
• Maintain accurate, organized, and confidential personnel and electronic employee records.
• Process approved employee changes within ADP Workforce Now within assigned HR responsibilities.
• Prepare approved Employee Status Change (ESC) documentation.
• Prepare ESC documentation for employee separations and other approved employment changes.
• Maintain personnel files in accordance with company procedures and applicable record-retention requirements.
• Track missing or incomplete employee documentation and follow up for completion.
• Conduct periodic personnel-file reviews and support internal personnel-file audits.
• Prepare HR correspondence, forms, spreadsheets, reports, and other documentation as assigned.
• Maintain organized and audit-ready HR documentation.
• Protect confidential employee and company information.
• Coordinate and monitor Our Client's performance-management process through ADP Performance Management.
• Maintain the annual performance-management calendar and applicable review deadlines.
• Prepare and distribute performance-review communications and reminders.
• Track completion status and follow up with managers regarding outstanding or overdue reviews.
• Prepare periodic performance-review completion reports for HR Manager review.
• Aid managers and employees with routine ADP Performance Management process questions.
• Maintain supporting performance-management documentation and records.
• Escalate overdue evaluations, recurring completion issues, or other exceptions to the HR Manager.
• Maintain Our Client's HR and mandatory employee-training calendar.
• Cook up required employee training.
• Coordinate scheduling and logistics for HR-related employee training across applicable departments and locations.
• Develop, prepare, and deliver designated HR-related training based on company policies, procedures, departmental needs, and management direction.
• Conduct monthly or periodic HR training sessions for employees and supervisors as assigned.
• Prepare presentations, handouts, acknowledgment forms, quizzes, and other training materials.
• Review existing training materials and recommend updates when company policies, procedures, or operational requirements change.
• Coordinate with the HR Manager to identify training needs based on employee-relations trends, audit findings, workplace incidents, policy changes, or management concerns.
• Provide policy refresher training and educational sessions to reinforce company expectations.
• Support training at other company locations virtually or in person as required.
• Maintain records of training topics, dates, participants, and completion.
• Aid in evaluating training effectiveness through employee feedback, quizzes, participation, or other appropriate methods.
• Support administrative follow-up associated with employee-relations matters.
• Document employee concerns received by Human Resources and promptly refer matters requiring review to the HR Manager.
• Gather and organize supporting documentation when requested.
• Follow up with the Payroll Coordinator regarding incomplete documentation, approaching deadlines, or outstanding action items.
• Periodically review leave files for completeness and documentation.
• Track return-to-work documentation, restrictions, and outstanding requirements.
• Ensure matters requiring additional review are brought to the HR Manager's attention.
• Coordinate with the Payroll Coordinator regarding employee-status changes affecting payroll, benefits, or timekeeping.
• Maintain appropriate confidentiality of employee leave and medical information.
• Identify process gaps, missed deadlines, incomplete documentation, or other exceptions and escalate them to the HR Manager.
• Prepare periodic Leave of Absence status reports for HR Manager review as requested.
• Escalate eligibility questions, accommodation requests, extended leaves, return-to-work concerns, and complex compliance matters to the HR Manager.
• Maintain DOT certification and driver-compliance tracking records for applicable employees.
• Track driver's licenses, DOT medical certifications, required testing, and applicable expiration dates.
• Provide advance notification regarding upcoming renewals and requirements.
• Follow up with employees and managers regarding outstanding DOT documentation.
• Schedule appointments with approved medical/testing facilities.
• Prepare required authorization documentation.
• Track completion of required examinations and testing.
• Receive and maintain applicable documentation in accordance with established procedures.
• Follow up regarding outstanding testing or documentation requirements.
• Maintain confidential testing and medical documentation separately and appropriately.
• Escalate non-negative results, medical restrictions, missed testing requirements, or other matters requiring management review to the HR Manager.
• Support the HR administrative response to employee workplace injuries and accidents.
• Coordinate medical appointments with designated occupational-health or urgent-care facilities.
• Prepare required medical authorization documentation.
• Provide employees with applicable company accident-report documentation and track completion.
• Forward required accident documentation to the HR Manager and Safety/Security function.
• Track medical documentation, work-status information, restrictions, and return-to-work documentation.
• Follow up on outstanding employee or management documentation.
• Maintain confidential and audit-ready workplace-injury records.
• Coordinate with Safety/Security, Payroll, management, and other applicable departments as required.
• Support the administration of employee benefit programs.
• Respond to routine employee benefit questions and direct complex matters to the appropriate HR or benefits contact.
• Coordinate benefits enrollment documentation and qualifying life-event changes.
• Track outstanding benefits documentation and follow up for completion.
• Maintain accurate and confidential benefits records.
• Support annual Open Enrollment preparation, employee communications, meetings, and administration.
• Prepare benefits-related reports and documentation as requested.
• Document benefits inquiries and escalate matters requiring additional review.
• Support routine administrative activities associated with Our Client's union employees and union-related requirements.
• Receive and review applicable union invoices and supporting documentation.
• Cook up union invoices for timely payment through Accounting/Accounts Payable.
• Verify applicable employee information and supporting documentation before submitting invoices for payment.
• Track invoice status and follow up regarding outstanding or unresolved payments.
• Maintain organized union invoices, payment records, correspondence, and supporting documentation.
• Maintain applicable union adminis