HR Coordinator - Business Operations

This position serves as the operational backbone of the Headquarters Human Resources team, coordinating day-to-day HR activities and ensuring administrative excellence across multiple human resources functions.

Under the direction of the Senior HR Generalist, the uncumbent will provide comprehensive administrative and operational support to the Headquarters (HQ) Human Resources (HR) team. This position serves as a central resource for coordinating and supporting a broad range of HR functions, ensuring efficient execution of HR programs, processes, and initiatives.

The incumbent will perform a combination of administrative, coordination, and project support responsibilities across multiple functional areas of Human Resources, including onboarding, benefits administration, employee engagement, wellness initiatives, performance management, records management, reporting, compliance support, and general HR operations. This role requires exceptional organization, attention to detail, confidentiality, customer service skills, and the ability to successfully manage multiple priorities in a fast-paced environment.

Working closely with the HQ HR team, this position helps ensure positive employee experiences while maintaining accurate records, supporting compliance requirements, coordinating HR activities, and assisting with special projects that contribute to organizational success.

RESPONSIBILITIES

HR Administration & Operations

Coordinate administrative activities supporting the HR team.
• Prepare, process, and maintain HR documentation while ensuring accuracy, completeness, and confidentiality.
• Maintain both electronic and hard-copy personnel files in accordance with organizational policies and record retention requirements.
• Prepare correspondence, forms, reports, presentations, and other HR-related documents.
• Monitor shared HR inboxes and coordinate responses or routing as appropriate.
• Assist with maintaining HR procedures, forms, templates, and standard operating documents.

Onboarding & Employee Support

• Coordinate new hire onboarding activities from pre-employment through orientation.
• Prepare onboarding materials, welcome packets, identification items, and new hire supplies.
• Coordinate new hire schedules with hiring managers and internal departments.
• Ensure completion and proper filing of onboarding documentation.
• Assist employees with routine HR forms, employment verifications, and general HR requests.
• Support employee recognition and engagement initiatives throughout the employee lifecycle.

Benefits & Open Enrollment Support

• Assist with benefits administration activities throughout the year.
• Coordinate employee communications related to benefits programs.
• Support annual Open Enrollment activities, including scheduling meetings, preparing materials, tracking enrollment documentation, and responding to routine employee questions.
• Assist with benefits-related audits and reconciliation activities.

HR Reporting & Data Management

• Generate recurring and ad hoc reports from HR systems and databases.
• Compile HR metrics and statistical information for management reporting.
• Assist with maintaining accurate employee records and HR data.
• Support periodic internal audits to ensure data integrity and compliance.
• Conduct research on HR topics, benchmarking, compensation, benefits, employment practices, vendors, and other HR-related subjects as assigned.

Invoice Processing & Purchasing Support

• Coordinate invoice reconciliation for Human Resources expenditures.
• Verify invoices and supporting documentation prior to processing.
• Track departmental purchases and assist with maintaining budget-related documentation.
• Coordinate purchasing of onboarding materials, office supplies, employee recognition items, wellness materials, and company-branded merchandise ("swag").
• Maintain inventory of HR supplies and reorder materials as needed.

Employee Engagement & Wellness

• Coordinate logistics for employee engagement activities and recognition programs.
• Assist with planning and administering employee wellness initiatives and challenges.
• Coordinate meeting arrangements, registrations, supplies, communications, and event materials.
• Support employee appreciation events and organizational culture initiatives.

Performance Management Support

• Coordinate administrative activities associated with the quarterly performance review process.
• Monitor review timelines and assist with reminders and communications.
• Generate reports regarding review completion status.
• Maintain performance documentation and related records.
• Provide administrative support for performance management initiatives.

Calendar & Meeting Coordination

• Maintain calendars for HR activities, meetings, training sessions, benefit events, and key organizational deadlines.
• Schedule meetings, reserve conference rooms, coordinate virtual meeting logistics, and prepare meeting materials.
• Assist with HR training coordination and registration activities.

Compliance & Records Support

• Maintain confidentiality of employee records and sensitive information.
• Assist with preparation of documentation for audits, compliance reviews, and regulatory reporting.
• Support HR recordkeeping practices consistent with organizational policies and applicable employment laws.
• Assist with document retention and records management activities.

Project Support

• Participate in Human Resources projects and continuous improvement initiatives.
• Assist with implementation of new HR programs, policies, and procedures.
• Research best practices and provide administrative support for departmental initiatives.
• Support cross-functional HR projects as assigned.

General Responsibilities

• Maintain professionalism and provide exceptional customer service to employees, applicants, managers, and external contacts.
• Demonstrate sound judgment, discretion, integrity, and the highest level of confidentiality.
• Effectively prioritize multiple assignments while meeting established deadlines.
• Build positive working relationships across all levels of the organization.
• Remain current on HR administrative practices, technology, and applicable employment requirements.
• Other related duties as appropriate and assigned.

Education & Experience

• Associate's degree in Human Resources, Business Administration, Management, or a related field with a minimum of three (3) years of progressively responsible administrative, human resources, and/or business support experience.

- OR -

• Bachelor's degree in Human Resources, Business Administration, or a related field with a minimum of two (2) years of progressively responsible administrative, human resources, and/or business support experience.

- OR -

• Minimum of five (5) years of directly related and progressively responsible administrative, human resources, and/or business support experience.

Additional Experience

• Experience supporting multiple priorities in a fast-paced office environment.
• Experience maintaining confidential records and information.
• Experience coordinating projects, meetings, or organizational initiatives preferred.
• Human Resources experience strongly preferred.

Knowledge, Skills & Abilities

• Basic knowledge of general Human Resources principles and administrative practices.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service orientation.
• Ability to maintain strict confidentiality.
• Strong problem-solving and critical thinking abilities.
• Ability to work independently with minimal supervision.
• Ability to collaborate effectively with employees and managers throughout the organization.
• Strong follow-through and accountability.

• Ability to adapt to changing priorities and business needs.
• Desire to learn and grow in the human resources field.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
• Experience with HRIS, applicant tracking systems, or performance management systems preferred.
• Experience generating reports and working with databases (HR databases preferred).
• Ability to quickly learn new software applications and technologies.

Preferred Qualifications

• Professional Human Resources (PHR), SHRM Certified Professional (SHRM-CP), or willingness to pursue certification.
• Experience supporting benefits administration and Open Enrollment.
• Experience coordinating employee engagement or wellness initiatives.
• Experience with HR reporting and data analysis.
• Experience supporting HR compliance activities.

Core Competencies

• Customer Focus
• Team Collaboration
• Integrity & Confidentiality
• Communication
• Initiative
• Adaptability
• Organization & Planning
• Attention to Detail
• Professionalism

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe "how" you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Teachable/Continuous Learner
• Reliable/Dependable
• Collaborative/Team Contributor

The Pay Range for this position is $29.00/hour to $35.00/hour, commensurate with experience and qualifications.

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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