Human Resources Coordinator

About the role

The HR Coordinator plays a key role in supporting recruitment, onboarding, and immigration processes for Air France and KLM operations in the USA. This position manages agent-level hiring activities, coordinates background checks and training, and ensures smooth onboarding in collaboration with HR and operational teams. The role also oversees visa-related activities and compliance, working closely with legal counsel and HR Business Partners. Additionally, the HR Coordinator maintains accurate employee records across SAP and internal systems, supports HR policy communication, and contributes to various HR initiatives aligned with the HR Action Plan. Strong attention to detail, proactive communication, and cross-functional collaboration are essential for success in this role. The Air France – KLM Human Resources department supports approximately 500 Air France and KLM USA employees across all divisions.

Work Location: Hybrid remote in New York, NY 10018
Job Type: Full-time

Responsibilities

• Prepare and place job advertisements for Air France and KLM in the USA internally and externally on recruitment platforms
• Manage agent-level recruitment and selection processes, including overseeing the recruitment platform activity, screening candidates, interview scheduling
• Prepare employment documentation for selected candidates and advise unsuccessful candidates
• Ensure completion of all background screening requirements for selected candidates through the designated external vendor
• Coordinate with external vendors on mandatory training by managing user lists and oversee rollout process
• Assist with induction and orientation process in conjunction with HR Business Partners, Payroll & HRIS Manager, Benefits Manager
• Manage the administrative and operational aspects for new recruits in conjunction with other departments / HR team members such as employee number generation and IT access
• Contribute to other hiring initiatives as needed
• Manage visa-related activities, including work authorization and international mobility cases, in collaboration with HR Business Partners and Legal teams
• Prepare and review immigration documentation for new work permit petitions, extensions, and PERM filings, ensuring accuracy and compliance with USCIS requirements
• Maintain and update immigration trackers, generate regular reports to ensure compliance and support business and HR decision-making
• Liaise with external immigration counsel to facilitate case vetting and petition filing for employees under various visa categories
• Conduct I-9 audits and manage public access file creation and maintenance in accordance with Department of Labor guidelines
• Utilize SAP HR for employee data management, position updates, and organizational structure maintenance per AF KLM protocols
• Perform SAP audit checks to validate employee activity and resolve discrepancies between SAP and other platforms like MyLearning and GP NET, ensuring data integrity across systems
• Maintain and update employee information in ADP and SAP, ensuring alignment with organizational changes and supporting accurate HR analytics
• Collaborate on HR data reporting and compliance, contributing to the preparation and validation of employee lists and departmental reports using SAP-linked spreadsheets and dashboards
• Contribute to documentation and user guides to support colleagues in navigating SAP transactions and error handling
• Ensure all organization charts are updated and proactively reflect any structural or personnel changes
• Manage the anniversary recognition process for milestone years of service, including verifying eligibility, preparing celebratory materials, and coordinating logistics with managers
• Responsible for maintaining the physical employee filing cabinet and driving efforts to reduce paper-based records
• Oversees employee digital record management, ensuring accuracy, confidentiality, and compliance
• Request Company ID cards from headquarters for new starters and those needing ID cards to be renewed
• Communicate policy and procedure changes through email and/or written documentation
• Support HR Business Partners and VP HR across key activities including maintaining updated job descriptions, coordinating job evaluations, assisting in employee relations meetings, and managing training records and learning events
• Provide assistance to HR Teams across North America (Canada, Mexico, and French Polynesia)
• Develop and review HR policies in collaboration with the broader HR team, ensuring effective implementation and clear communication across the organization
• Champion the adoption of digital and technology-driven solutions to enhance HR processes and operational efficiency
• Contribute to ad hoc projects led by the VP HR and HR Performance & Analytics Manager, aligned with the priorities of the HR Action Plan

Requirements

• Basic HR Information System knowledge. ADP and SAP a plus
• Intermediate Microsoft Office Suite experience
• Generalist HR knowledge
• Basic employment law knowledge a plus
• Key Job Competencies: Adaptability, Excellence, Communication Skills, Team