Human Resources Coordinator

Human Resources Coordinator – Quincy, IL

Reports to: VP, Human Resources

Employment type: Full-time, non-exempt

Position summary

The Human Resources Coordinator provides administrative support that keeps the HR department organized, responsive, and running smoothly. This role handles day-to-day coordination of HR records and compliance, payment processing, HRIS entry, interview scheduling, and serves as the first point of contact for employee questions.

Key responsibilities

• Work with HR Business Partner on recruitment cycle: enter job requisitions, post jobs, schedule interviews, send routine candidate correspondence, run background checks, prepare offer letters, collect onboarding forms, and verify I-9 documents.
• Plan and lead new hire onboarding and orientation on a regular basis.
• Maintain accurate employee records in the HRIS and personnel files, handle employment verifications and produce reports on headcount, turnover and open positions.
• Answer the HR phone line and email inbox to respond to employee questions on policies, benefits and procedures and escalate issues to HR leadership when necessary.
• Help coordinate training sessions, orientations and employee events by booking rooms and preparing materials.
• Track required documents and expiration dates, such as licenses, certifications and work authorizations.
• Manage department billing and invoicing to ensure bills are processed timely to prevent interruptions.
• Administration of the Company vehicle program.
• Manage offboarding, including obtaining appropriate paperwork for the personnel file and benefits continuation (COBRA) notices.
• Monitor compliance with federal, state and local employment laws, required postings and filing deadlines (for example EEO-1 and ACA reporting).
• Order office supplies, file and scan documents, and support audits by pulling records.
• Help update the department SharePoint site, employee handbook, job descriptions and HR policies.

Qualifications

• Associate’s degree in human resources, business administration or a related field, (bachelor’s degree preferred) or equivalent experience.
• 2 to 4 years of HR/admin/office experience, ideally including HRIS, recruiting and benefits.
• Working knowledge of employment law and HR best practices.
• Experience with an HRIS or applicant tracking system is a significant plus.
• Proficiency in Microsoft Office products required.

Skills and competencies

• Strong organization and the ability to manage several priorities and deadlines at once.
• Discretion and sound judgment with confidential information.
• Clear, friendly, professional communication in person, by phone and in writing.
• Attention to detail and accuracy in records and reporting.
• A service mindset and the ability to build trust with employees at all levels.
• A willingness to learn and take direction.

Work environment

Office-based, with standard business hours and occasional extra hours during peak periods. Some local travel to job fairs or other sites may be required.  The role involves extended periods at a computer and occasional lifting of supply boxes up to 25 pounds.