HR - Talent Acquisition & Coordinator

Please read the job description in full before d ---------- whether this role is a fit for you. If you find you are a fit, please also complete this mandatory screener application at ---------- and send a copy of your resume as a message once you have completed the screener.

Kindly note that only candidates who have completed the screener and have shared their resume will be considered for this role.
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Position Summary:

The HR Coordinator supports the HR Business Partner in the day-to-day administration and coordination of Human Resources activities across the company.
This is a hands-on coordination role responsible for keeping recruitment, hiring, onboarding, employee communication, HR documentation, scheduling, and internal HR activities organized and moving forward.
The HR Coordinator will regularly communicate with candidates, employees, Team Leads, and managers. Because the role has access to sensitive candidate, employee, compensation, performance, and company information, confidentiality, discretion, and professional judgment are essential.
The HR Coordinator supports the HRBP in executing HR processes but does not independently make sensitive employment, disciplinary, compensation, or policy decisions unless specifically authorized.
Key Responsibilities

Recruitment Coordination:

Support the HRBP with recruitment activities for open positions.
Conduct candidate outreach through approved recruitment platforms, email, and other channels.
Review applications and help organize candidates based on established hiring requirements.
Send interview invitations and communicate interview details to candidates.
Coordinate interview schedules between candidates, the HRBP, Team Leads, and other interviewers.
Follow up with candidates throughout the recruitment process.
Maintain accurate records of candidate status and recruitment activity.
Ensure candidates receive professional and timely communication, including when they are not selected.
Assist with job postings and other recruitment-related administrative work.
Hiring And Offer Coordination
Prepare and send offer letters using approved company templates.
Prepare employment agreements and other new-hire documentation.
Coordinate signatures and follow up on outstanding documents.
Verify that required hiring documents have been received before onboarding.
Communicate new-hire information to the appropriate internal parties.
Coordinate start dates with the HRBP and relevant Team Lead.
Keep hiring records accurate, complete, and properly stored.

New Hire Onboarding:

Schedule and conduct new-hire onboarding sessions.
Guide new employees through the company's onboarding process.
Explain required onboarding steps, company systems, HR procedures, and immediate expectations.
Coordinate required account or system setup with the appropriate internal teams.
Ensure employees receive required policies, agreements, checklists, and onboarding materials.
Track completion of required onboarding activities.
Coordinate the transition of each new hire from HR onboarding to their Team Lead.
Escalate missing documentation, onboarding concerns, or unusual situations to the HRBP.

HRBP Support:

Assist the HRBP with daily HR activities and administrative requirements.
Prepare documents, communications, schedules, and supporting information when requested.
Help maintain employee records and HR documentation.
Follow up with employees or managers regarding outstanding HR requirements.
Assist with employee lifecycle activities such as onboarding, probation tracking, employee documentation, changes in employment, and offboarding.
Gather information and conduct HR-related research when requested by the HRBP.
Assist with maintaining HR procedures, checklists, templates, and internal documentation.
Identify incomplete HR processes or records and bring them to the HRBP's attention.

Team Lead Coordination:

Maintain regular communication with Team Leads regarding recruitment and onboarding activities.
Confirm hiring needs, interview availability, start dates, and onboarding requirements.
Follow up with Team Leads when information or action is required.
Coordinate meetings involving HR, employees, candidates, and management.
Ensure the appropriate people receive information they need without sharing information they are not authorized to receive.
Events And Employee Activities
Assist with organizing company events, employee activities, meetings, recognition programs, and other HR initiatives.
Coordinate scheduling, invitations, attendance, logistics, and employee communications.
Work with Team Leads and other departments when their participation is required.
Maintain organized records relating to HR events and activities.

Confidentiality And Discretion:

Maintaining confidentiality is a fundamental condition of this role.
The HR Coordinator will have access to information that must not be discussed or shared outside the people directly authorized or involved in the matter.

This includes, but is not limited to:

Candidate applications and interview information
Salaries and compensation information
Offer details
Employment agreements
Employee personal information
Performance information
Complaints or employee concerns
Disciplinary matters
Performance improvement plans
Terminations or potential terminations
Management discussions
HR investigations
Medical, leave, or personal information provided to HR
Internal HR communications
Company decisions that have not been formally communicated

The HR Coordinator must:

Only access HR information required to perform assigned responsibilities.
Only share confidential information with individuals who are authorized and have a legitimate need to know.
Never discuss confidential HR matters casually with coworkers, friends, other employees, or managers who are not involved.
Never forward, copy, screenshot, download, or otherwise distribute confidential information without authorization.
Keep HR documents, accounts, passwords, systems, and communications secure.
Confirm with the HRBP before sharing information whenever you are unsure whether someone is authorized to receive it.

Immediately report any a ---------- or suspected disclosure of confidential information to the HRBP.

Unauthorized disclosure of confidential HR or company information will be considered a serious violation of company policy and will result in immediate disciplinary action, up to and including termination, subject to applicable law and company policy.

Required Skills And Qualities:

The successful candidate should demonstrate:
Strong organization and attention to detail.
Excellent written and verbal communication.
Professional communication with candidates and employees.
Strong follow-through and ability to keep multiple activities moving at the same time.
Excellent judgment and discretion when handling sensitive information.
Ability to work closely with multiple Team Leads and departments.
Ability to follow established HR processes and instructions consistently.
Strong scheduling and coordination skills.
Ability to maintain accurate records and documentation.
Ability to recognize when an issue should be escalated to the HRBP rather than handled independently.
Reliability and accountability.
Professionalism when handling difficult or sensitive situations.
Comfort working with email, spreadsheets, shared documents, calendars, HR systems, and other business software.

Qualifications:

Previous experience in Human Resources, recruiting, administrative coordination, or a similar role is preferred.
Experience coordinating interviews, onboarding, or employee documentation is an advantage.
Degree or education in Human Resources, Business Administration, Management, or a related field is preferred but not required when supported by relevant experience.
Strong written and spoken English.
Ability to work with confidential information professionally and responsibly.

What Success Looks Like:

A successful HR Coordinator:

Keeps recruitment and onboarding activities organized and on schedule.
Responds to candidates and internal teams promptly and professionally.
Ensures offer letters, agreements, and required documents are completed correctly.
Runs organized and consistent onboarding sessions.
Keeps the HRBP informed without requiring constant follow-up.
Builds strong working relationships with Team Leads while maintaining proper HR boundaries.
Maintains accurate and organized employee and candidate records.
Notices missing information or incomplete processes before they become problems.
Handles sensitive information with complete discretion.
Understands that access to HR information does not mean permission to share it.
Can be trusted by employees, management, and the HRBP with confidential information at all times.

Role Expectations:

The HR Coordinator is expected to be proactive, responsive, organized, and dependable. The individual should take ownership of assigned activities, follow through until completion, communicate delays or problems early, and ask the HRBP for direction when a situation falls outside established procedures.

The role requires someone who understands that HR often has access to information before the rest of the organization. Information learned through HR must remain within HR and the specifically authorized individuals involved until the company determines otherwise.