Human Resources Coordinator

Summary

Join Furnished Quarters as their Human Resources Coordinator and provide comprehensive administrative support to the HR department. You will maintain employee records, manage HR documentation, assist with recruitment, and coordinate onboarding and offboarding. Responsibilities include performance management, compliance, and employee engagement initiatives. The ideal candidate is highly organized, detail-oriented, and proactive, with experience in HR administration and related systems. This role offers the opportunity to contribute to HR processes and initiatives supporting employees and the organization’s overall success. The position requires a bachelor's degree and relevant experience. The company values a healthy work-life balance and fosters a positive work environment.

Requirements

• Bachelor’s degree in Human Resources, Business, or a related field
• Proficiency in Microsoft 365, including MS Teams, SharePoint, and intranet administration
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience with Applicant Tracking Systems (ATS) such as JazzHR or Greenhouse
• Familiarity with ADP WorkforceNow
• Knowledge of HR best practices, confidentiality standards, and federal employment laws, including FLSA, FMLA, ADA, and I-9 compliance
• Experience managing Employment Eligibility Verification (I-9) compliance, ensuring accurate documentation, timely reverifications, and adherence to federal regulations
• Ability to support employee relations initiatives, providing first-line HR assistance while escalating complex concerns appropriately
• Must have a professional demeanor in all interactions, ensuring effective communication and a positive experience for employees and candidates
• Ability to communicate verbally and in writing effectively in English to perform essential job functions, including employee interactions, documentation, and compliance-related tasks
• Exceptional follow-through, organization, and attention to detail
• Ability to manage multiple projects with shifting priorities and varying scopes
• Highly flexible, proactive, and capable of anticipating needs
• Strong problem-solving skills, with the ability to anticipate issues and implement effective solutions promptly
• Must be legally authorized to work in the United States at the time of hire

Responsibilities

• Uphold and embody Furnished Quarters' core values of Care, Collaboration, Community, Challenge, and Career in all colleague and candidate interactions
• Provide comprehensive administrative support to the Human Resources Department, ensuring smooth operations and timely task completion
• Deliver exceptional “customer service” to employees and job candidates, fostering positive experiences and relationships
• Build strong relationships across all levels of the organization, acting as a neutral, approachable, and trustworthy HR representative
• Manage department expense reporting using Concur, ensuring accuracy, compliance, and timely submission
• Proactively anticipate the needs of the HR Manager and EVP of HR, identifying opportunities to improve workflows and efficiencies
• Seek new ways to enhance HR processes, transactions, and employee experiences
• Support special projects, company events, and HR initiatives as requested
• Oversee the maintenance of accurate and up-to-date employee records, ensuring compliance with company policies and legal requirements
• Ensure compliance with Employment Eligibility Verification (I-9) requirements by maintaining accurate records, tracking expirations, and conducting timely reverifications following federal regulations
• Safeguard the confidentiality of all sensitive HR records and employment matters
• Maintain and update labor law posters, ensuring compliance with federal, state, and local regulations and proper distribution to remote employees
• Send HR policies and employment documentation via DocuSign for signature and proper filing
• Maintain and update new hire paperwork templates in DocuSign for each state, ensuring compliance with location-specific requirements
• Manage employee performance documentation in PerformYard, including scheduling, tracking, and filing performance reviews, corrective actions, and Performance Improvement Plans (PIPs)
• Ensure all performance management documentation is recorded accurately and stored securely in compliance with company policies
• Provide administrative support to managers and HR leadership in coordinating and tracking performance-related processes
• Manage the end-to-end recruitment process, including job postings, resume screening, interview coordination, and candidate assessments
• Post job openings on relevant platforms, maintaining a strong employer presence on recruitment channels
• Conduct initial screenings and coordinate interviews with hiring managers and leadership
• Administer background checks and reference verifications for selected candidates
• Send offer letters and new hire documents via DocuSign, ensuring timely completion and compliance
• Communicate “Regret Correspondence” to non-selected interview candidates professionally and in a timely manner
• Ensure accurate candidate tracking in Asana, maintaining real-time updates on hiring progress
• Coordinate onboarding logistics for new hires, including requesting equipment, setting up system access, and preparing onboarding materials
• Collaborate with Department Heads to develop and schedule training tailored to each new hire
• Conduct new hire orientation, introducing company policies, benefits, and expectations while fostering engagement from day one
• Track training completion and ensure all related documentation is accurately filed
• Maintain and update the Asana onboarding checklist, ensuring a structured and seamless onboarding experience
• Coordinate separation processes, including tracking company-issued equipment returns and updating records in ADP
• Maintain and update the separation checklist in Asana, ensuring all steps are completed accurately
• Manage Asana boards, tracking HR-related tasks, deadlines, and project milestones
• Regularly update statuses and utilize Asana’s features to optimize team collaboration and efficiency
• Ensure proper documentation and organization of HR-related workflows
• Coordinate the Safety Training Program, managing training modules in ADP Learning, sending reminders, and tracking completion rates
• Maintain compliance records and ensure all employees meet safety training requirements
• Create accurate and engaging announcements for new hires, promotions, birthdays, and anniversaries, keeping the company intranet and Slack updated
• Plan and execute employee engagement initiatives, including the quarterly Community Get Together Program
• Lead the Wellness Program, planning and implementing wellness initiatives and events
• Monitor program participation and assess its impact on employee well-being, recommending necessary improvements

Preferred Qualifications

• 2-3 years of Human Resources or administrative experience
• Experience with performance management systems like PerformYard to schedule, track, and maintain performance reviews, corrective actions, and improvement plans
• Experience with project management tools like Asana
• Ability to maintain HRIS records and generate reports for compliance, payroll, and performance tracking
• Experience using electronic signature platforms like DocuSign for HR documentation and compliance tracking
• Experience coordinating training programs, including new hire orientation, safety compliance training, and professional development tracking
• Multi-lingual skills are highly desirable