Job Summary
The HR Coordinator supports key Human Resources processes related to pre-hire, onboarding, employee changes, and offboarding. This role focuses on coordination, tracking, compliance, and accurate data entry across HR systems, ensuring employee records and lifecycle actions are completed timely and in accordance with company and regulatory requirements.
The position partners closely with HR leadership, Payroll, IT, Safety, and other internal stakeholders to support a smooth and consistent employee experience.
Responsibilities:
Recruitment & Hiring Support
- Support interview scheduling and rescheduling as needed, partnering with Talent Acquisition and leveraging tools such as Paradox (as implemented).
- Respond to candidate inquiries as needed and assist with recruitment logistics and coordination to ensure a smooth candidate experience.
Pre-Hire & Onboarding Coordination
- Track and monitor completion of all pre-hire requirements for new hires, including background checks, drug test results, and other role-specific clearances.
- Coordinate and track DOT-related pre-hire and onboarding requirements for driver positions, in partnership with the Safety/DOT team, including medical cards, licenses, Clearinghouse documentation, and required testing.
- Oversee assignment and completion of electronic onboarding tasks and required documentation.
- Maintain and update the new hire onboarding checklist and tracking spreadsheet.
- Collect required documentation for Form I-9 completion and ensure timely compliance.
- Complete E-Verify cases for new hires, rehires, and reverifications in the HRIS.
- Ensure all pre-hire and onboarding documentation is complete, accurate, and properly filed prior to start dates.
Employee Lifecycle & HR Administration
- Serve as the primary owner or key support for the Personnel Action Form (PAF) process, including new hires, promotions, transfers, pay changes, and terminations.
- Maintain and update HR systems with accurate employee data throughout the employee lifecycle.
- Track and maintain employee lifecycle changes using HR transaction sheets and internal trackers.
- Partner with Payroll to ensure employee changes are communicated accurately and on time.
- Coordinate system access setup and deactivation for new hires and terminated employees by submitting and tracking IT Helpdesk tickets.
Offboarding Coordination
- Coordinate employee offboarding processes, including system deactivation, final pay coordination, and documentation.
- Ensure terminated employee records are processed and stored in compliance with company and regulatory requirements.
Compliance, Records & Reporting
- Maintain employee personnel files, including I-9s, medical records, disciplinary actions, performance reviews, certifications, and training documentation.
- Audit and maintain Form I-9 records in compliance with USCIS regulations, including separation of active and terminated files and reverifications.
- Complete verifications of employment and respond to employee data requests in a timely manner.
- Support audits, reporting, and HR compliance initiatives as needed.
- Support completion of DOT files for new driver hires.
- Coordinate communications related to driver pre-hire compliance and testing.
Communication & General HR Support
- Serve as a point of contact for employees, new hires, and internal stakeholders regarding HR processes.
- Monitor and respond to HR inboxes and inquiries in a timely and professional manner.
- Support HR leadership with administrative tasks, reporting, and special projects as assigned.
- Assist with file management and general office support as needed.
Minimum Qualifications
- High School Diploma or equivalent required; Associate degree preferred.
- 1–2 years of experience in an HR Coordinator, HR Assistant, or administrative support role preferred.
- Comfortable working in HR systems and spreadsheets; prior experience with an HRIS platform strongly preferred.
- Clear written and verbal communication skills with a professional approach.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Bilingual Spanish preferred.
Ferraro Foods is an equal opportunity employer.
Salary is commensurate with experience.