HR & Executive Administration Coordinator

About the role

RCL Mechanical is seeking an organized, detail-oriented HR & Executive Administrative Coordinator to support our growing team. This position plays an important role in keeping our people processes, payroll administration, compliance requirements, and executive priorities organized and moving forward. This is a hands-on administrative role for someone who enjoys structure, follows through, catches details, and can manage multiple priorities without needing to be reminded of every next step.

Responsibilities

• Payroll & Compliance Coordinate and process weekly payroll accurately and on time; Prepare and submit certified payroll reports; Manage licensing, prevailing wage documentation and compliance reporting; Assist with required DEI and workforce reporting; Maintain accurate payroll and employee records; Track deadlines and ensure required documentation is submitted timely
• HR Administration Coordinate recruiting administration, including job postings, candidate tracking, interview scheduling, and offer documentation; Manage new-hire onboarding from signed offer through first day; Coordinate onboarding, including background checks and drug testing; Process employee offboarding and maintain personnel files; Track employee licensing, training requirements, certifications, and performance reviews; Assist employees with PTO questions and routine HR requests; Provide backup support as an employee point of contact; Support general HR administrative projects as needed
• Executive Support Provide direct administrative support to the CEO; Assist with calendar coordination, scheduling, documentation, follow-up items, and special projects; Help organize priorities and ensure outstanding action items do not fall through the cracks; Handle sensitive company and employee information with a high level of discretion and confidentiality

Qualifications

• Prior HR, payroll, administrative, or executive support experience
• Strong attention to detail and follow-through
• Ability to manage recurring deadlines independently
• Strong written and verbal communication skills
• Comfort working with confidential employee and company information
• Strong computer skills and ability to learn new software quickly
• Experience with payroll, certified payroll, prevailing wage, or construction HR is strongly preferred
• Ability to recognize what needs to be done and take ownership without waiting for step‑by‑step direction