HR Coordinator (1782)

HR Coordinator 

Reports to: Senior Advisor | Project Manager (SA/PM), Human Resources 
Supports: VP of HR and HR Leadership Team 
Location: Houston, TX 
FLSA Status: Exempt 

Position Summary 

The HR Coordinator provides high-level operational, administrative, and project coordination support to the Vice President of Human Resources (VP of HR) and HR Leadership Team. This role reports directly to the Senior Advisor | Project Manager (SA/PM) and serves as a key partner in executing HR initiatives, managing departmental operations, and ensuring the efficient functioning of the VP of HR’s office. 

Working under the direction of the SA/PM and in close collaboration with HR Leadership, this position ensures alignment of priorities, effective communication, and consistent execution of processes, while maintaining a high standard of accuracy, professionalism, and discretion. 

Executive Support & Coordination 

• Support calendar-related activities for the VP of HR by coordinating scheduling, managing meeting requests, and aligning engagements with departmental priorities under the direction of the SA/PM.  

• Coordinate logistics for HR-related meetings, retreats, and events, including staff meetings, leadership sessions, employee engagement initiatives, and recognition programs.  

• Prepare and distribute executive-level materials, including presentations, briefings, reports, and follow-up communications for the VP of HR and HR Leadership Team.  

Reporting & Operational Oversight 

• Prepare and deliver weekly status updates and monthly summary reports to the SA/PM and VP of HR, providing clear visibility into departmental priorities, procurement activity, and upcoming deadlines.  

• Ensure all reports are accurate, complete, and submitted on time in alignment with established standards set by the SA/PM.  

• Monitor and manage departmental timelines by tracking key milestones, ensuring materials and approvals are completed in advance of meetings, and maintaining readiness for critical deadlines.  

Project & Initiative Support 

• Partner with the SA/PM to support execution of HR initiatives and projects, ensuring deliverables are organized, tracked, and completed in alignment with established timelines and priorities.  

• Proactively identify and escalate risks or issues within 24 hours of discovery to the SA/PM, recommending actionable next steps to support timely resolution.  

• Collaborate with HR Leadership to address operational concerns, support decision-making, and maintain departmental stability.  

Documentation & Knowledge Management 

• Maintain organized, up-to-date documentation and reporting records within Microsoft Teams and Microsoft SharePoint to ensure accessibility, transparency, continuity, and audit readiness.  

Process Improvement & SOP Governance 

• Develop, document, and maintain standard operating procedures (SOPs), process guides, and operational workflows for HR functions under the direction of the SA/PM, ensuring alignment with departmental and agency requirements.  

• Ensure procedures are clear, current, and consistently applied to support operational effectiveness and standardization.  

• Partner with the SA/PM and HR Leadership to review and enhance processes, driving continuous improvement and operational excellence.  

• Manage SOP lifecycle timelines, including drafting new SOPs within 10 business days, updating existing SOPs within 5 business days of new requirements, and publishing finalized SOPs within 2 business days of approval by the SA/PM and HR Leadership.  

• Conduct quarterly reviews of SOPs and process documentation to ensure accuracy, relevance, and proper version control.  

Procurement, Contracts & Budget Support 

• Manage contracts, procurement processes, and invoice workflows for HR vendors and departmental needs under the oversight of the SA/PM, ensuring accuracy, timely processing, and compliance with agency purchasing requirements.  

• Maintain complete and accurate procurement records to support operational efficiency and audit readiness in Microsoft Team and Microsoft SharePoint.  

• Partner with Contracts and Procurement, in coordination with the SA/PM, to review expiring, amended, and new contracts, ensuring documentation, timelines, and approvals are current and properly coordinated.  

• Support HR budget tracking and purchase requests in collaboration with the SA/PM, including monitoring expenditures, maintaining accurate records, and ensuring alignment with approved budgets.  

• Prepare, submit, and track purchase requests through completion, verifying accuracy and timeliness of all supporting documentation.  

• Reconcile budget activity with the SA/PM, identify discrepancies, and ensure financial records, invoices, and procurement documentation are complete and aligned with agency processes.  

Events, Engagement & Vendor Coordination 

• Plan and coordinate departmental volunteer events in collaboration with the Development team, ensuring effective logistics, communication, and execution.  

• Coordinate vendor and partner communications for HR events, trainings, and employee engagement activities.  

Additional Responsibilities 

• Maintain confidentiality and discretion in all matters involving employees, HR operations, and organizational strategy.  

• Perform other duties as assigned by the SA/PM and VP of HR.  

Qualifications 

• Minimum of 3–5 years of administrative, project coordination, or executive support experience; HR or nonprofit experience preferred.  

• Demonstrated ability to manage complex calendars, events, and projects simultaneously.  

• Strong organizational, communication, and time management skills with exceptional attention to detail.  

• Proficiency with Microsoft Office Suite, Microsoft Teams, and project management tools.  

• Proven ability to work independently, exercise sound judgment, and handle sensitive information with a high level of confidentiality.  

• Commitment to the mission of BakerRipley.