Human Resources Coordinator

Employment Type: Regular Full-Time

Shift: 1st Shift

Work Status: On-site

Position Summary: 

The Human Resources Coordinator supports the Human Resources, HR Operations, and Talent Management functions for North America through a wide range of administrative, compliance, orientation, records, reporting, communications, and employee-facing support activities. This onsite role serves as a primary point of contact for the department, responds to general employee inquiries, provides information about HR programs, policies, and activities, and escalates matters as appropriate while maintaining strict confidentiality, accuracy, and professionalism at all times. 

The HR Coordinator is responsible for coordinating the end-to-end New Employee Orientation (NEO) process for new hires, including pre-boarding readiness, orientation preparation, first-day logistics, required employment documentation, I-9/E-Verify completion, hiring manager coordination, and follow-up to ensure a smooth transition into the organization. The role partners closely with Talent Acquisition, hiring managers, IT, Facilities, Security, Payroll, and other internal stakeholders to support an organized and positive new hire experience. 

Measures of success:

• New employee orientation, orientation materials, and first-day logistics are prepared accurately and on time.
• Required orientation documentation, including Form I-9 and E-Verify, is completed accurately and within compliance deadlines.
• Employee files, HR records, reports, and compliance documentation are maintained accurately and audit-ready.
• Inquiries are acknowledged within 24 hours, accurately resolved or routed, and supported by documented quarterly follow-up from stakeholder feedback on timeliness and quality.

Responsibilities:

HR Support:

• Provides general support to the Human Resources department, including HR Operations and Talent Management staff.
• Responds to general HR inquiries, including items related to payroll, time off accruals, timesheets, HR policies, and other routine employee questions, from employees and leadership at various levels of the organization; escalates matters as appropriate.
• Posts “Welcome new hires” and other HR communication in Taco Talk.
• Performs data collection and reporting for attendance points, plant appraisals, and Taco Temp conversions.
• Staffs the front desk of the department and triages employee inquiries; relays policy and procedure information to employees by referring to employee handbooks and company policies; escalates employee issues to appropriate department contact.
• Documents processes associated with responsibilities through Standard Operating Procedures (SOP) and Business Operating System (BOS).
• Orders compliance posters for Equal Employment Opportunity (EEO), Americans with Disabilities Act (ADA), Age Discrimination in Employment Act (ADEA), and other regulatory requirements.
• Updates and distributes company holiday schedules and life event notices.
• Maintains employment files for new hire, active and terminated employees in Cranston in accordance with State and Federal regulations; sends and requests offsite files storage.
• Runs and compiles reports from various HR systems and may present ad hoc reports as needed.
• Assists with employee scholarship program employee events and other department programs.
• Makes employee security badges and updates appropriate systems with badge information.
• Provides administrative support for employee relations documentation, meeting scheduling, and confidential HR records.
• Enters and submits department expenses for reimbursement approval in the company expense system.
• Distributes incoming and outgoing mail and correspondence.
• Assists employees in accessing company systems and sign-up lists.
• Adheres to all data security protocols and best practices.
• Maintains HR calendars for orientation, employee events, compliance deadlines, and recurring reporting.
• Supports employee engagement activities, recognition programs, service anniversaries, and site events. –
• Supports translation/interpretation coordination or employee communication needs where bilingual resources are needed.
• Maintains HR supply inventory, orientation materials, employee forms, and department resources.
• Coordinates exit process logistics, including file updates.
• Assists with audit preparation by organizing files, records, reports, and documentation.
• Serves as back-up support for recurring HR administrative processes during team absences.

New Employee Orientation:

• Prepares new hire employment files Friday prior to orientation.
• Coordinates pre-boarding activities with Talent Acquisition, hiring managers, IT, Facilities, Security, and Payroll to ensure new hires are ready for day one.
• Conduct new hire orientation on start dates.
• Coordinates and plans lunch for 1st day.
• Sends lunch invitations to hiring managers of new employees.
• Completes Form I-9 and E-Verify for all new hires; meets all compliance rules with accurate paperwork completed on time.
• Maintains and updates new hire orientation materials, presentations, checklists, and schedules.
• Coordinates new hire badge access, parking information, uniforms/PPE, work location details, and first-day logistics.
• Assists with new employee communications, HR announcements, and distribution lists.
• Tracks and reports NEO-related metrics, such as orientation attendance, paperwork completion, and first-day readiness
• Supports temporary employee conversion tracking and related recordkeeping.

Qualifications

Required:

• High School Diploma or equivalent; college courses and/or HR certification a plus
• 5+ years of Human Resources and/or administrative experience
• Knowledgeable in Microsoft Office programs (particularly Excel and Word)
• Knowledgeable in working with computers and able to learn HCM, Applicant Tracking Systems (ATS) and other systems easily
• Attention to detail and accuracy are essential for success in this role
• Excellent organizational, verbal and written communication skills
• Able to work with multiple duties and prioritize
• Professional, customer-service-oriented interpersonal skills and the ability to develop a quick rapport with the internal team and employees at all levels of the organization
• Must be motivated and self-directed in a fast-paced team environment
• Must be highly reliable
• Must maintain strict confidentiality at all times
• No travel required

Preferred:

• Bilingual (Portuguese, Spanish, Laotian, and Cambodian) preferred

Work Environment:

This position works primarily in an office environment using computers and technology. Verbal and auditory capabilities are required. Occasional exposure in production plant where large equipment and noise are prevalent. Safety gear is required in these areas. This is an onsite position that reports into the site every workday.

Management:

This position has no direct reports.