HR Coordinator

Job Summary

The HR Coordinator provides entry-level support to the HR team across all functional areas, including talent acquisition, employee relations, onboarding, and employee engagement. Reporting to the HR Manager, People, and Talent, this role ensures smooth HR operations by managing administrative tasks, maintaining accurate documentation, and supporting programs that enhance employee experience. From handling recruiting administration and onboarding paperwork to coordinating employee check-ins and events, the HR Coordinator plays a key role in helping Evergreen build a strong HR foundation while gaining exposure to all aspects of the profession.

Key Responsibilities

Recruiting & Talent Acquisition Support

• Assist the Talent Acquisition Partner with offer letters, background checks, drug screenings, and interview scheduling.

• Maintain recruiting trackers and ensure accurate candidate documentation and hiring timelines.

• Support the pre-boarding process by ensuring welcome communication is sent, onboarding paperwork is completed, and new hires are cleared for orientation.

• Conduct phone screens for entry-level or high-volume positions as assigned.

• Conduct employment verifications as requested, ensuring accurate and timely responses.

• Ensure requisitions are entered accurately in the applicant tracking system (ATS), and maintain data integrity across all requisitions and candidate records.

• Monitor open positions to ensure accuracy in the recruiting tracker and confirm they match status in Paycom.

Onboarding & Orientation

• Complete onboarding tasks in Paycom, including new hire setup, I-9 verification, and E-Verify submissions.

• Prepare and distribute onboarding materials, status change letters, and termination letters.

• Support new hire orientation sessions and be trained to facilitate them independently.

• Send new hire surveys and track feedback to improve the orientation experience.

• Track and confirm benefits enrollment and participation in benefits orientation.

• Monitor introductory period milestones and assist managers with 30/60/90-day check-in reminders and documentation.

Employee Lifecycle Support

• Partner with the HR Manager to prepare and distribute employee communications using pre-built templates, including:

• Status change letters (including bonuses, promotions, PT to FT status)

• Termination letters

• Leave of absence and return-to-work letters

• Provide administrative support for employee relations activities, ensuring timely and accurate documentation.

• Assist with exit processes, including preparing termination packets and updating employee records.

• Maintain accurate personnel files and ensure compliance with recordkeeping requirements.

• Support employee communications related to benefits, policy updates, and HR programs.

• Monitor and respond to the shared HR inbox, triaging and escalating inquiries as appropriate to ensure timely follow-up.

Employee Engagement and Events

• Assist with planning and coordinating employee events, including the annual company event and in-office gatherings.

• Provide logistical and administrative support for scheduling, communications, and materials preparation.

• Partner with the HR team to support recognition and engagement initiatives.

General HR Support

• Serve as the first point of contact for routine HR inquiries, directing employees to the appropriate resource when needed.

• Provide scheduling and logistical support for HR meetings, trainings, and projects.

• Assist with HR audits to ensure compliance and consistency in processes.

• Support additional administrative tasks and projects as assigned by the HR Manager.

Education & Experience

• Required: Bachelor's degree in human resources, Business Administration, or related field; equivalent relevant experience may be considered.

• Experience: 0–3 years of HR, recruiting, or administrative support experience (internships or office roles strongly considered).

Technical & Physical Skills

• Familiarity with HRIS systems (Paycom preferred) and applicant tracking systems.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Strong organizational and multitasking skills with attention to detail.

• Ability to maintain confidentiality and handle sensitive information with discretion.

Other Requirements

• Strong sense of confidentiality and discretion when handling employee information.

• Ability to balance multiple priorities and manage time effectively in a fast-paced environment.

• Professional demeanor with the ability to represent HR positively to employees at all levels.

• Willingness to learn and grow in multiple areas of HR, with openness to feedback and coaching.

• Flexibility to adjust to changing HR processes, systems, and organizational needs.

• High level of initiative with a proactive, solutions-focused approach.

Skills

• Reliability: Dependable in meeting deadlines and completing assigned tasks.

• Attention to Detail: Ensures accuracy in HR forms, records, and compliance documentation.

• Customer Service Orientation: Provides responsive, professional support to employees and managers.

• Team Collaboration: Works effectively with the HR Manager, Talent Acquisition Partner, and broader HR team.

• Adaptability: Eager to learn and adjust in a dynamic, evolving HR environment.

• Communication: Strong written and verbal communication skills for candidate and employee interactions.

• Event & Project Support: Capable of handling logistics and coordination for HR and employee events.

Work Environment & Physical Demands

This role is hybrid, with two to three days each week on-site at the Chicago office, and flexibility to support at properties or recruiting events as needed. It requires frequent use of a computer, phone, and standard office equipment. Occasional travel to properties, job fairs, or events may be required. The role may involve extended periods of sitting or standing.