HR Coordinator

Position Summary

The Coordinator, HR Shared Services serves as a primary point of contact within the HR Shared Services team, supporting candidates and employees through the preboarding process while providing high-quality, timely responses to other general HR inquiries. This role plays a critical part in ensuring a smooth and compliant onboarding experience by guiding individuals through pre-employment requirements, including background screenings, drug testing, and new hire documentation, as well as guiding existing employees when posed with a general HR related inquiry.

Operating within a centralized employee contact center, this position supports a multi-state, multi-FEIN workforce and requires strong attention to detail, customer service orientation, and the ability to navigate varying policies, regulations, and processes.

Key Responsibilities

Preboarding & Candidate Support

• Guide candidates through all pre-employment requirements, including background checks, drug screenings, and onboarding documentation.
• Monitor preboarding workflows to ensure timely completion of all screening components.
• Proactively communicate with candidates regarding outstanding requirements, deadlines, and next steps.
• Partner with background screening vendors and internal stakeholders to resolve issues or discrepancies.
• Escalate potential compliance concerns or delays that may impact start dates.

HR Shared Services Support

• Respond to employee and candidate inquiries via phone, email, and ticketing systems in a high-volume contact center environment.
• Provide accurate information related to HR policies, onboarding, benefits, payroll, and employment verification processes.
• Support employees across multiple FEINs and states, ensuring alignment with varying legal and company-specific requirements.
• Triage and route complex inquiries to appropriate HR Centers of Excellence (e.g., Benefits, Payroll, Business Partners).

Data Entry & System Management

• Accurately enter and maintain employee and candidate data in HR systems (e.g., ADP WorkforceNow, ERP, screening platforms, etc).
• Ensure data integrity and confidentiality of sensitive employee information.

Compliance & Process Adherence

• Ensure all pre-employment activities comply with federal, state, and local regulations.
• Follow standardized procedures while maintaining flexibility to accommodate state-specific & company specific requirements
• Identify process improvement opportunities to enhance the candidate and employee experience.

Qualifications

Education & Experience

• High school diploma required; associate or bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• 1–3 years of experience in HR, customer service, or a shared services/contact center environment.
• Experience supporting onboarding, pre-employment screenings, or HR operations preferred.

Knowledge, Skills, and Abilities

• Strong customer service mindset with the ability to communicate clearly and professionally.
• Ability to manage multiple priorities in a fast-paced, high-volume environment.
• Detail-oriented with strong organizational and follow-up skills.
• Working knowledge of HR processes and employment practices; multi-state exposure is a plus.
• Proficiency with HRIS systems – preferably ADP WorkforceNow.
• Ability to handle sensitive and confidential information with discretion.

Key Competencies

• Customer Focus
• Communication Skills
• Problem Solving
• Attention to Detail
• Time Management
• Adaptability