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Key Responsibilities and Required Skills for an HR Operations Coordinator

💰 $55,000 - $75,000

Human ResourcesOperationsAdministration

🎯 Role Definition

At its core, the HR Operations Coordinator is the engine of the Human Resources department. This individual acts as the central hub for HR processes, data, and employee inquiries, ensuring the smooth and efficient execution of the entire employee lifecycle. From a new hire's first day to their last, the Coordinator ensures every touchpoint is positive, compliant, and well-managed. They are the champions of process, the guardians of data integrity in the HRIS, and a key partner in creating a supportive and organized workplace. This role is pivotal in freeing up strategic HR partners to focus on broader initiatives by guaranteeing that the foundational operations of the People team run flawlessly.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Assistant or Administrator
  • Recruiting Coordinator
  • Office Manager or Senior Administrative Assistant

Advancement To:

  • HR Operations Specialist or Senior HR Coordinator
  • HR Generalist
  • HRIS Analyst

Lateral Moves:

  • Benefits Coordinator
  • Payroll Specialist
  • Talent Acquisition Specialist

Core Responsibilities

Primary Functions

  • Orchestrate the end-to-end new hire onboarding process, from drafting and managing offer letters to initiating background checks, and ensuring all pre-hire paperwork is completed accurately and on time.
  • Lead the I-9 and E-Verify compliance process for all new employees, ensuring meticulous documentation and timely submission to maintain federal compliance.
  • Serve as the primary administrator for the Human Resources Information System (HRIS), diligently managing all employee data, processing new hires, terminations, leaves of absence, and status changes with a high degree of accuracy.
  • Act as the first point of contact for employee and manager inquiries regarding HR policies, procedures, and benefits, providing timely, empathetic, and accurate information.
  • Manage the offboarding process, including conducting exit interviews, processing final pay, coordinating benefits continuation (COBRA), and deactivating system access.
  • Support the annual benefits open enrollment process by assisting with communications, answering employee questions, and ensuring enrollment changes are processed correctly in the HRIS and with vendors.
  • Maintain and update physical and digital employee personnel files, ensuring they are complete, confidential, and compliant with all legal requirements and company policies.
  • Generate standard and ad-hoc reports from the HRIS on key metrics such as headcount, turnover, and diversity, providing data to support HR and business decisions.
  • Process and track all employee changes, including promotions, transfers, and compensation adjustments, ensuring all necessary approvals and documentation are in place.
  • Assist the payroll department by providing relevant employee data, verifying timesheets, and resolving discrepancies related to pay, hours, or deductions.
  • Administer various leave of absence programs (FMLA, ADA, parental leave), including tracking, documentation, and communication with employees and managers.
  • Uphold the highest level of confidentiality and discretion when handling sensitive employee information and business-critical data.

Secondary Functions

  • Support the performance management cycle by assisting with system setup, tracking review completion, and answering process-related questions from employees and managers.
  • Collaborate on the continuous improvement of HR processes by identifying inefficiencies, documenting workflows, and recommending and implementing enhancements.
  • Assist in planning and executing employee engagement and wellness initiatives, such as company events, recognition programs, and health fairs.
  • Provide administrative and logistical support for HR-led training and development programs, including scheduling, material preparation, and tracking attendance.
  • Participate in regular HR compliance audits (e.g., I-9, EEO-1 reporting, ACA reporting) by gathering necessary data and documentation.
  • Manage the employee verification process by responding to requests for employment and income verification from external agencies.
  • Maintain company organizational charts and internal directories to ensure they accurately reflect the current structure.
  • Monitor and manage the HR Operations helpdesk or ticketing system, ensuring all queries are triaged, assigned, and resolved within established service-level agreements.
  • Assist with immigration and visa processing tasks by working with legal counsel to gather necessary documentation and track case statuses.

Required Skills & Competencies

Hard Skills (Technical)

  • HRIS Proficiency: Deep familiarity with navigating and maintaining Human Resources Information Systems (e.g., Workday, BambooHR, ADP Workforce Now, SAP SuccessFactors) for data entry, reporting, and workflow management.
  • Microsoft Office Suite Expertise: Advanced skills in Microsoft Excel (VLOOKUP, pivot tables, formulas), Word, and PowerPoint for data analysis, reporting, and creating professional communications.
  • Compliance Knowledge: A strong foundational understanding of key federal and state employment laws and regulations (e.g., FMLA, FLSA, ADA, EEO).
  • Data Integrity Management: A meticulous approach to data entry and system maintenance to ensure the absolute accuracy and reliability of employee records.
  • Reporting & Analytics: The ability to pull, format, and analyze data to create meaningful reports that provide insight into HR metrics.
  • Process Documentation: Skill in clearly and concisely documenting HR workflows, processes, and policies for training and consistency.

Soft Skills

  • Impeccable Attention to Detail: An unwavering focus on accuracy and precision, especially when handling sensitive employee data and critical compliance tasks.
  • Exceptional Discretion & Confidentiality: The ability to handle sensitive information with the utmost professionalism, integrity, and confidentiality is non-negotiable.
  • Proactive Problem-Solving: The capacity to identify potential issues, troubleshoot problems independently, and propose thoughtful, effective solutions.
  • Superior Time Management & Organization: The ability to expertly prioritize a high volume of tasks, manage competing deadlines, and maintain a state of organization in a fast-paced environment.
  • Customer Service Orientation: A genuine desire to help others and provide a positive, supportive experience for all employees, treating every inquiry with patience and empathy.
  • Clear & Concise Communication: Excellent written and verbal communication skills to effectively interact with employees at all levels, managers, and external vendors.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree or an Associate's degree combined with 2+ years of directly relevant experience.

Preferred Education:

  • Bachelor's degree in a relevant field of study. SHRM-CP or PHR certification is a significant plus.

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Psychology or Sociology

Experience Requirements

Typical Experience Range:

  • 2-4 years of progressive experience within a human resources, people operations, or highly administrative role.

Preferred:

  • Direct, hands-on experience in a fast-paced, high-growth environment.
  • Proven track record of managing onboarding, offboarding, and HRIS data for a mid-to-large-sized employee population.
  • Experience supporting a multi-state or global workforce is highly desirable.
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