Internal Services Coordinator

Position Summary

The Internal Services Coordinator is a highly organized and detail-oriented individual contributor responsible for providing administrative, recruiting, training, compliance, and project support across the Internal Services Group. This position serves as a central resource supporting Human Resources, Transportation, Supply Chain, Health, Safety & Environment (HSE), Risk Management, and Executive Leadership.

The Internal Services Coordinator plays a key role in recruiting administration, learning and development program management, driver compliance reporting, organizational reporting, project coordination, and cross-functional administrative support. Success in this role requires strong organizational skills, initiative, professionalism, the ability to manage competing priorities, and a commitment to confidentiality.

Core Duties & Responsibilities

Recruiting Administration

• Manage job postings across recruiting platforms including BambooHR, Indeed and other sourcing channels.
• Coordinate candidate communications, interview scheduling, and hiring manager follow up.
• Conduct applicant screening and initial qualification reviews.
• Maintain applicant tracking records and recruiting metrics.
• Support pre-employment activities including background checks, MVR reviews, and onboarding coordination.
• Oversee I-9 documentation, EEO reporting and metrix.
• Prepare recruitment reports and workforce planning updates.
• Assist with recruiting campaigns, hiring events, and talent pipeline initiatives.
• Manage new hire orientation scheduling and compliance.

Learning & Development Administration

• Manage the company's Learning & Development platform.
• Assign training programs and monitor completion status.
• Generate training compliance reports for leadership.
• Maintain employee learning records and certifications.
• Support development initiatives, leadership training programs, and company learning campaigns.
• Assist with administration of mandatory compliance training.

Driver Qualification & Compliance Support

• Coordinate and maintain Motor Vehicle Record (MVR) monitoring processes.
• Conduct biannual MVR reviews for applicable field personnel.
• Track license expirations and driving record requirements.
• Maintain driver qualification files and compliance documentation.
• Assist with DOT-related administrative tracking and reporting.
• Coordinate quarterly random D&A requirements.

Internal Services Administrative Support

Provide administrative support to:

• Transportation Supervisor
• Supply Chain Coordinator
• HSE Manager
• Director of Risk Management
• Chief Operating Officer

Responsibilities may include:

• Scheduling meetings and coordinating calendars.
• Preparing reports, presentations, and meeting materials.
• Maintaining records, logs, and departmental documentation.
• Assisting with vendor communications and data collection.
• Tracking departmental action items and project deliverables.
• Supporting audits, compliance reviews, and operational initiatives.

Project Coordination

• Assist in planning and coordinating special projects across the Internal Services Group.
• Maintain project trackers and status updates.
• Coordinate information gathering from multiple departments.
• Follow up on deadlines, deliverables, and action items.
• Support continuous improvement initiatives and process documentation.

Reporting & Analytics

• Prepare recurring reports for HR, Safety, Transportation, and Executive Leadership.
• Compile workforce metrics, recruiting data, training compliance statistics, and operational reports.
• Maintain spreadsheets, dashboards, and tracking tools.
• Ensure accuracy and integrity of organizational data.

General Responsibilities

• Work safely and follow all company policies and procedures.
• Champion EnerStar's Core Values.
• Maintain strict confidentiality regarding employee and company information.
• Build collaborative relationships across departments.
• Support organizational objectives and special assignments as required.
• Perform other duties as assigned.

Position Requirements

Education

• Associate degree in Business Administration, Human Resources, Project Management, or related field preferred.
• Equivalent combination of education and experience will be considered.

Experience

• 2+ years of administrative, HR, recruiting, project coordination, or business support experience preferred.
• Experience supporting multiple departments or leaders is an asset.
• Experience with learning management systems or training platforms preferred.
• Experience with BambooHR, BizLibrary, DISA, Novara Flex / KPA preferred.

Knowledge, Skills & Abilities

• Strong organizational and time management skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities simultaneously.
• Professional written and verbal communication skills.
• Advanced proficiency in Microsoft Office 365, particularly Excel, Outlook, Teams, and PowerPoint.
• Ability to prepare reports and analyze data.
• Strong customer service mindset.
• Ability to maintain confidentiality and handle sensitive information.
• Self-motivated with the ability to work independently.
• Strong problem-solving and follow-through skills.
• Ability to adapt to changing priorities in a fast-paced environment.

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