HR Operations Coordinator

Accountabilities

• • Administer employee leave programs, including tracking usage, managing documentation, processing approvals or denials, and coordinating leave-related communications with HR and Finance.
  • Track state-specific paid leave requirements and support the administration of accommodations and the ADA interactive process.
  • Manage onboarding and offboarding activities for employees and contractors, including required documentation and contractor-specific recordkeeping.
  • Own compliant I-9 verification and documentation for new hires and coordinate background check workflows.
  • Support recruiting administration, candidate inquiries, job postings, and employment verification requests.
  • Maintain records of state registrations, powers of attorney, system access, contractor agreements, renewals, and expirations across multiple states.
  • Support required state and federal employment filings, including ACA, EEO-1, and Form 5500, by gathering information and monitoring deadlines.
  • Assist with multi-state contractor classification processes and communicate relevant requirements and implications to internal teams.
  • Coordinate garnishment orders, court documents, and unemployment claims in partnership with external claims providers.
  • Maintain HR documentation and records across HR systems and troubleshoot day-to-day issues involving Paychex and other HR vendors.
  • Build and maintain internal HR resources, documentation, and process guides to improve consistency and operational efficiency.
  • Support annual performance review activities, handbook reviews, compliance initiatives, and other recurring HR programs.
  • Generate standard and customized HR reports from Paychex and track employee status changes, including changes to roles, locations, and classifications.
  • Provide administrative support to HR and Finance, including vendor coordination, event logistics, employee recognition activities, and employer review responses.
  • Cross-train on core HR processes to maintain operational continuity and coverage across the team.
  • Serve as an approachable first point of contact for routine employee questions and concerns while documenting sensitive matters confidentially and escalating issues when appropriate.

  Requirements

  • 5+ years of professional work experience, including at least 2 years of HR experience with exposure to multi-state operations.
  • Bachelor’s degree or equivalent practical experience.
  • Working knowledge of federal and multi-state employment fundamentals and HR compliance requirements.
  • Hands-on experience with HR administration, including I-9 verification, unemployment claims, wage garnishments, leave administration, or related processes.
  • Experience working with Paychex or a comparable HRIS platform, including the ability to manage employee records and generate standard and custom reports.
  • Strong organizational, documentation, and administrative skills with exceptional attention to detail and accuracy.
  • Ability to manage confidential employee information with professionalism, discretion, and sound judgment.
  • Strong ownership mentality, with the ability to work independently and prioritize multiple responsibilities without close supervision.
  • Proactive approach to identifying operational needs, resolving issues, and improving HR processes.
  • Ability to learn new systems and processes quickly and work effectively in a distributed, remote environment.
  • Strong interpersonal and communication skills, with an empathetic and employee-focused approach.
  • PHR or SHRM-CP certification, or active progress toward one, is preferred.
  • Experience supporting contractor workforces is preferred.
  • Knowledge of employee benefits, including health, dental, vision, and 401(k) plans, is preferred.
  • Notary Public commission or willingness to obtain one is preferred.

  Benefits

  • Remote-first work environment with team members distributed across all 50 U.S. states.
  • PPO and HDHP health insurance plans through BCBS of Illinois, including fertility and IVF coverage, virtual care, and mental health resources.
  • Dental insurance, including orthodontia coverage.
  • Vision insurance through BCBS/EyeMed.
  • HSA, FSA, LPFSA, and DCFSA options, with a $500 annual company contribution.
  • 401(k) plan with immediate vesting and a 4% company contribution with each paycheck.
  • Employee Assistance Program offering financial and legal assistance.
  • Flexible PTO.
  • Generous paid leave plans ranging from 70% to 100% of pay for up to 90 days.
  • Pet insurance discount program.
  • Team recognition programs, holiday gifts and bonuses, raffles, fantasy football leagues, and other employee-focused perks.
  • Opportunities to contribute to meaningful HR operations within a collaborative and people-focused organization.
  • Salary range and additional benefit details are provided during the application process.