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Human Resources Coordinator (Spanish)

Position:

Human Resources CoordinatorEmployment Type:

Full-TimeWork Schedule:

Monday-FridayHours:

8:00 AM-5:00

PMShift:

Day ShiftPosition OverviewOur Client is seeking a highly organized and detail-oriented Human Resources Coordinator to support the day-to-day operations, administration, compliance, and employee-support activities of the Human Resources Department.

The HR Coordinator will be responsible for coordinating and maintaining key HR processes, including employee records, performance-management administration, mandatory training compliance, corrective-action tracking, DOT and employee medical-testing coordination, leave-of-absence processes, benefits administration support, union administration, workplace injury documentation, employee engagement, offboarding, HR audits, and departmental compliance tracking.

The HR Coordinator serves as an important administrative and operational resource within Human Resources by maintaining accurate records, monitoring deadlines and completion requirements, preparing documentation, following up with employees and managers, and escalating exceptions or complex matters to the HR Manager.

HR Coordinator:

Support → Coordinate → Maintain → Track → Prepare → Document → Follow UpKey ResponsibilitiesHR Operations & Employee RecordsSupport the daily administrative and operational activities of the Human Resources Department.

Maintain accurate, organized, and confidential personnel and electronic employee records.

Maintain employee information within ADP Workforce Now and other approved HR systems as assigned.

Process approved employee changes within ADP Workforce Now within assigned HR responsibilities.

Prepare approved Employee Status Change (ESC) documentation.

Prepare ESC documentation for employee separations and other approved employment changes.

Maintain personnel files in accordance with company procedures and applicable record-retention requirements.

Track missing or incomplete employee documentation and follow up for completion.

Conduct periodic personnel-file reviews and support internal personnel-file audits.

Maintain HR calendars, trackers, deadlines, and recurring HR requirements.

Prepare HR correspondence, forms, spreadsheets, reports, and other documentation as assigned.

Maintain organized and audit-ready HR documentation.

Protect confidential employee and company information.

Performance Management CoordinationCoordinate and monitor Our Client's performance-management process through ADP Performance Management.

Monitor completion of applicable 90-day introductory evaluations, mid-year performance reviews, annual performance reviews, employee goals, and other required evaluations.

Maintain the annual performance-management calendar and applicable review deadlines.

Prepare and distribute performance-review communications and reminders.

Track completion status and follow up with managers regarding outstanding or overdue reviews.

Prepare periodic performance-review completion reports for HR Manager review.

Assist managers and employees with routine ADP Performance Management process questions.

Monitor completion of required performance-management steps and documentation within ADP.Maintain supporting performance-management documentation and records.

Escalate overdue evaluations, recurring completion issues, or other exceptions to the HR Manager.

Support continuous improvement of Our Client's performance-management process.

Mandatory Company Training & Compliance TrackingMaintain Our Client's HR and mandatory employee-training calendar.

Coordinate assignment, scheduling, communication, and completion tracking for required employee training.

Monitor completion of mandatory company training, which may include:

Harassment PreventionCompany Policy TrainingOther required HR trainingPrepare and distribute training announcements, instructions, reminders, and completion deadlines.

Monitor training completion through applicable company learning-management systems.

Follow up with employees and managers regarding overdue or incomplete training.

Prepare periodic training-compliance reports for HR Manager review.

Maintain attendance records, acknowledgments, certificates, completion records, and supporting documentation.

Maintain organized and audit-ready training records.

Coordinate with Safety/Security and Corporate Compliance regarding training administered by those functions.

Escalate recurring or overdue training-compliance issues to the HR Manager.

Employee Training & HR DevelopmentMaintain and manage the HR training calendar.

Coordinate scheduling and logistics for HR-related employee training across applicable departments and locations.

Develop, prepare, and deliver designated HR-related training based on company policies, procedures, departmental needs, and management direction.

Conduct monthly or periodic HR training sessions for employees and supervisors as assigned.

Prepare presentations, handouts, acknowledgment forms, quizzes, and other training materials.

Review existing training materials and recommend updates when company policies, procedures, or operational requirements change.

Coordinate with the HR Manager to identify training needs based on employee-relations trends, audit findings, workplace incidents, policy changes, or management concerns.

Provide policy refresher training and educational sessions to reinforce company expectations.

Support training at other company locations virtually or in person as required.

Maintain records of training topics, dates, participants, and completion.

Assist with evaluating training effectiveness through employee feedback, quizzes, participation, or other appropriate methods.

Corrective Action & Employee Relations SupportMaintain the centralized corrective-action and progressive-discipline tracking log.

Track documented coaching, verbal warnings, written warnings, final warnings, suspensions, and other corrective actions.

Identify an employee's documented stage within Our Client's established corrective-action process.

Prepare corrective-action documentation in coordination with the HR Manager and applicable department manager.

Maintain corrective-action documentation within confidential employee files.

Track outstanding signatures, acknowledgments, follow-up dates, and other required documentation.

Support administrative follow-up associated with employee-relations matters.

Document employee concerns received by Human Resources and promptly refer matters requiring review to the HR Manager.

Gather and organize supporting documentation when requested.

Track assigned employee-relations action items and follow up as directed.

Escalate investigations, policy interpretation, serious employee-relations concerns, and disciplinary recommendations to the HR Manager.

Leave of Absence & Return-to-Work Process OversightProvide administrative oversight and follow-up of Our Client's established Leave of Absence and Return-to-Work processes.

Review leave trackers to ensure employee leaves are appropriately documented and monitored.

Monitor key leave dates, certification deadlines, required documentation, and anticipated return-to-work dates.

Verify that required leave correspondence and supporting documentation have been maintained in accordance with established HR procedures.

Follow up with the Payroll Coordinator regarding incomplete documentation, approaching deadlines, or outstanding action items.

Periodically review leave files for completeness and documentation.

Monitor employees approaching anticipated return-to-work dates.

Track return-to-work documentation, restrictions, and outstanding requirements.

Ensure matters requiring additional review are brought to the HR Manager's attention.

Coordinate with the Payroll Coordinator regarding employee-status changes affecting payroll, benefits, or timekeeping.

Maintain appropriate confidentiality of employee leave and medical information.

Identify process gaps, missed deadlines, incomplete documentation, or other exceptions and escalate them to the HR Manager.

Prepare periodic Leave of Absence status reports for HR Manager review as requested.

Escalate eligibility questions, accommodation requests, extended leaves, return-to-work concerns, and complex compliance matters to the HR Manager.

Note:

The Payroll Coordinator remains responsible for the transactional administration of leave as assigned; the HR Coordinator provides HR process monitoring and follow-up.

DOT & Driver Compliance AdministrationMaintain DOT certification and driver-compliance tracking records for applicable employees.

Track driver's licenses, DOT medical certifications, required testing, and applicable expiration dates.

Provide advance notification regarding upcoming renewals and requirements.

Follow up with employees and managers regarding outstanding DOT documentation.

Coordinate required appointments and documentation.

Maintain applicable DOT and driver-compliance trackers.

Support applicable FMCSA Clearinghouse documentation and tracking as assigned.

Maintain organized and audit-ready DOT records.

Escalate expired credentials, missed requirements, non-compliance, or potential regulatory concerns to the HR Manager.

Employee Medical & Drug Testing CoordinationCoordinate post-hire drug/alcohol testing, DOT testing, applicable 90-day testing, DOT physical examinations, medical recertifications, and other employment-related testing as assigned.

Schedule appointments with approved medical/testing facilities.

Prepare required authorization documentation.

Track completion of required examinations and testing.

Receive and maintain applicable documentation in accordance with established procedures.

Follow up regarding outstanding testing or documentation requirements.

Maintain confidential testing and medical documentation separately and appropriately.

Escalate non-negative results, medical restrictions, missed testing requirements, or other matters requiring management review to the HR Manager.

Workplace Injury & Accident ResponseSupport the HR administrative response to employee workplace injuries and accidents.

Coordinate medical appointments with designated occupational-health or urgent-care facilities.

Prepare required medical authorization documentation.

Provide employees with applicable company accident-report documentation and track completion.

Forward required accident documentation to the HR Manager and Safety/Security function.

Track medical documentation, work-status information, restrictions, and return-to-work documentation.

Follow up on outstanding employee or management documentation.

Maintain confidential and audit-ready workplace-injury records.

Coordinate with Safety/Security, Payroll, management, and other applicable departments as required.

Benefits Administration SupportSupport the administration of employee benefit programs.

Respond to routine employee benefit questions and direct complex matters to the appropriate HR or benefits contact.

Coordinate benefits enrollment documentation and qualifying life-event changes.

Track outstanding benefits documentation and follow up for completion.

Maintain accurate and confidential benefits records.

Support annual Open Enrollment preparation, employee communications, meetings, and administration.

Prepare benefits-related reports and documentation as requested.

Document benefits inquiries and escalate matters requiring additional review.

Union Administration & Invoice CoordinationSupport routine administrative activities associated with Our Client's union employees and union-related requirements.

Receive and review applicable union invoices and supporting documentation.

Coordinate union invoices for timely payment through Accounting/Accounts Payable.

Verify applicable employee information and supporting documentation before submitting invoices for payment.

Track invoice status and follow up regarding outstanding or unresolved payments.

Maintain organized union invoices, payment records, correspondence, and supporting documentation.

Maintain applicable union administrative trackers and deadlines.

Coordinate routine authorized information between HR, Payroll, Accounting, and applicable union contacts.

Support maintenance of union-related employee records.

Escalate invoice discrepancies, grievances, contractual interpretation questions, employee disputes, or other labor-relations matters to the HR Manager.

Maintain confidentiality of union and employee information.

Employee Engagement & HR PresenceSupport employee-engagement initiatives across Our Client's locations.

Assist with developing and maintaining an annual employee-engagement calendar.

Coordinate approved employee-recognition and engagement activities.

Support periodic HR branch visits and employee-engagement initiatives.

Assist with employee surveys and feedback initiatives.

Maintain participation records and supporting documentation when applicable.

Support company-wide HR communications and policy reminders.

Coordinate with the Talent Acquisition & Onboarding Coordinator regarding new-hire engagement and integration.

Document assigned follow-up items resulting from employee-engagement activities.

Support initiatives intended to strengthen employee communication, participation, and workplace culture.

Employee OffboardingCoordinate the administrative components of the employee offboarding process.

Prepare approved separation and offboarding documentation.

Prepare applicable termination Employee Status Change documentation.

Maintain employee offboarding checklists.

Coordinate return of company property with appropriate departments.

Support approved termination processing within ADP Workforce Now.

Coordinate exit interviews as assigned.

Maintain separation and exit documentation.

Track outstanding offboarding requirements and follow up for completion.

Support benefits and other required separation documentation as directed.

Maintain accurate termination records within applicable HR systems.

Coordinate necessary employee-status information with Payroll and other applicable departments.

HR Compliance, Audits & Internal ControlsMaintain assigned HR compliance trackers and supporting documentation.

Support internal and external HR audits by gathering, organizing, and preparing requested records.

Maintain audit-ready HR documentation throughout the year.

Track required employee certifications, policy acknowledgments, training, and HR-related documentation.

Support implementation and documentation of HR policies, procedures, and SOPs.

Maintain applicable HR process checklists and internal-control documentation.

Identify missing documentation, approaching deadlines, or process deficiencies and notify the HR Manager.

Track corrective actions resulting from HR audits, internal reviews, or compliance findings.

Follow up with responsible parties regarding outstanding compliance action items.

Maintain evidence demonstrating completion of corrective actions.

Assist with periodic reviews of HR procedures to ensure documentation reflects current practices.

Support preparation of HR documentation requested for regulatory or corporate compliance reviews.

HR Calendar & Department Follow-UpMaintain the HR Department's recurring compliance and operational calendar.

Track important HR deadlines, including:

Performance ReviewsMandatory TrainingDOT Certifications and TestingLeave/Return-to-Work RequirementsBenefits and Open EnrollmentUnion Administrative RequirementsEmployee DocumentationHR AuditsOther recurring HR obligationsPrepare advance reminders for responsible parties.

Follow up on outstanding departmental action items.

Maintain status updates for major HR projects as assigned.

Notify the HR Manager of approaching deadlines, overdue requirements, or unresolved matters.

Support preparation and maintenance of the annual Company Holiday Calendar as assigned.

SOP & Process DocumentationMaintain approved HR Standard Operating Procedures, forms, checklists, and process documentation.

Assist with documenting existing HR workflows and procedures.

Identify outdated forms, checklists, or procedures and bring them to the HR Manager's attention.

Update approved procedural documents following HR Manager review.

Maintain organized and controlled versions of HR forms and SOPs.

Support implementation of new or revised HR processes.

Track employee or management acknowledgments when required.

Assist with periodic process reviews to identify administrative efficiencies and opportunities for improvement.

General HR SupportRespond to routine employee HR inquiries and refer complex matters to the appropriate HR team member or HR Manager.

Participate in HR Department meetings, projects, audits, and process-improvement initiatives.

Coordinate with the Talent Acquisition & Onboarding Coordinator to ensure an organized transition from new-hire onboarding into ongoing HR Operations.

Coordinate and monitor with the Payroll Coordinator regarding employee-status information affecting payroll, leave, benefits, and other applicable processes.

Coordinate with the Corporate Compliance Coordinator and Safety/Security function when responsibilities overlap.

Provide recruitment and onboarding support during periods of increased activity or team absence.

Provide cross-functional HR support during periods of high workload.

Perform other related duties and special projects assigned based on business and departmental needs.

Assist with company Expo activities, Bring Your Child to Work Day, employee appreciation events, company celebrations, Open Enrollment events, training programs, and other company-sponsored activities, as assigned.

Support HR-related planning and coordination for Our Client's annual Expo, including employee/helper coordination, communications, required documentation, scheduling, and other assigned HR responsibilities.

QualificationsBachelor's degree in Human Resources, Business Administration, Management, or a related field preferred.1-3 years of Human Resources, HR administration, or related experience preferred.

Experience supporting multiple HR functions such as employee records, HRIS, timekeeping, payroll coordination, benefits, training, performance management, compliance, or employee-relations administration preferred.

Experience with ADP Workforce Now or another HRIS strongly preferred.

Experience with ADP Time & Attendance and/or payroll coordination preferred.

DOT compliance, leave administration, workplace injury, audit, or employee-relations documentation experience is a plus but not required.

Proficiency in Microsoft Excel, Word, Outlook, Teams, and related business applications.

Strong written and verbal communication skills.

Excellent organizational and time-management skills.

Strong attention to detail and follow-through.

Ability to maintain confidential and sensitive employee information.

Ability to manage multiple responsibilities and deadlines.

Ability to work independently within established procedures.

Ability to recognize when matters require escalation to HR management.

Demonstrated professionalism, accountability, adaptability, and sound judgment.

Strong interest in developing a long-term career in Human Resources Operations.

Physical RequirementsAbility to remain seated at a desk and work on a computer for prolonged periods.

Ability to communicate by telephone, video conference, email, and in person.

Ability to operate standard office equipment.

Ability to move throughout office and operational areas as required.

Ability to lift up to 15 pounds occasionally, with or without reasonable accommodation.

Additional RequirementsNothing in this job description restricts Our Client's right to assign or reassign duties and responsibilities to this position at any time. This description reflects management's assignment of essential functions and does not restrict the tasks that may be assigned.

If hired, all duties and expectations will be closely evaluated during the 90-day probationary period and will continue to apply throughout employment. Employees are expected to fully comply with Our Client's policies, procedures, and operational standards.

Strict adherence to all applicable safety regulations, including OSHA standards, is required at all times. Employees are responsible for following all safety protocols, properly using required equipment, and maintaining a safe work environment for themselves and others.

Equal Opportunity EmployerOur Client is an Equal Opportunity Employer and is committed to attracting, hiring, developing, and retaining a diverse and talented workforce. All employment decisions, including recruitment, hiring, promotion, compensation, and other terms and conditions of employment, are based on merit, qualifications, and business needs.

Our Client does not discriminate against applicants or employees on the basis of any characteristic protected by applicable federal, state, or local law.

Our Client is also committed to providing reasonable accommodations to qualified individuals with disabilities, where appropriate, to enable them to perform the essential functions of the position.