Human Resources Operations Coordinator

Smithbucklin, a 650-person, employee-owned professional services company with more than 70 years of success serving the association market, is looking for an experienced HR Operations Coordinator to join the HR team in our Chicago office. This highly collaborative role works across the HR function and with employees of all levels throughout the organization, leading processes that directly influence employee experience and the success of the business.

About the Role

The HR Operations Coordinator will own critical end-to-end HR Operations processes, including data management, new hire communication, and key administrative functions such as recurring reporting and interview scheduling. Candidates must demonstrate exceptional attention to detail, a strong client service mindset, and the ability to consistently deliver high-quality work in a fast-paced environment.

At Smithbucklin, we embody a culture driven by optimism, ambition, expertise, and thoughtfulness, where every team member is empowered to exceed expectations and deliver exceptional results for our clients. Join us in shaping the future of association management, where our values serve as the cornerstone of our success.

Responsibilities

• Data Management
  • Enter, maintain, and audit employee data across multiple HR systems, ensuring accuracy, completeness, confidentiality, and compliance.
  • Generate and distribute recurring and ad hoc reports for internal stakeholders, ensuring data integrity and managing deadlines independently.
  • Maintain and organize electronic personnel files, ensuring documentation is complete, accurate, and easily accessible.
• New Hire Communication
  • Track completion of orientation tasks, proactively following up with new hires to ensure all requirements and deadlines are met.
  • Own all new hire communication from offer acceptance through the employee's first two weeks, providing timely guidance and a welcoming experience.
  • Review and process new hire documentation, including employee verification, background checks, I-9s and other required employment forms, ensuring accuracy, compliance, and timely completion.
  • Serve as the primary point of coordination throughout the onboarding process, communicating consistently with Talent Acquisition, Talent Development, HR Business Partners and Hiring Managers to ensure a smooth transition.
• Administrative Functions
  • Partner with Talent Acquisition to coordinate and schedule virtual and in-person interviews, ensuring a seamless and timely experience for candidates and hiring managers.
  • Develop, maintain, and continuously improve standard operating procedures (SOPs).
  • Deliver exceptional customer service by responding to employee questions regarding HR policies, processes, and programs, and resolving requests in person, by phone, and via email.
  • Perform other HR-related duties and special projects as assigned.

Requirements

• A minimum of five years of HR or administrative experience in a professional services or multi-client environment.
• Strong attention to detail with a commitment to accuracy and accountability.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Demonstrated client service mindset and ability to deliver high-quality work in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills, with the ability to recognize non-verbal cues and communicate with empathy, professionalism, and discretion.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Proficiency in Microsoft Excel and experience working with HRIS platforms, with the ability to manage large datasets, audit employee information and identify discrepancies.

Preferred Qualifications

• Knowledge of HR practices and platforms (e.g., I-9s, ADP) preferred.
• HR certification (PHR, SPHR, or SHRM-CP/SHRM-SCP) a plus.

Work Environment

Smithbucklin is a hybrid work environment with in-office days established as Monday, Tuesday, and Thursday. Employees will work a standard 40-hour week, with the possibility of additional hours based on project deadlines.

Pay

The expected pay for this role is $57,000 - $64,000.

Benefits

As a 100 percent employee-owned company, Smithbucklin offers all our people—regardless of position or compensation—an equal chance to experience the fulfillment and reap the benefits of ownership. By working collaboratively with smart, ambitious, multi-talented, genuine, and hardworking colleagues, you will build meaningful, deep, and enduring relationships that serve you well throughout your career.