[Hiring] HR Operations Coordinator @Penbrothers

Role Description

The HR Operations Coordinator provides administrative and operational support to the Human Resources team. This position plays a key role in coordinating employee lifecycle activities, maintaining accurate employee records, monitoring deadlines, managing HR workflows, and ensuring assigned responsibilities are completed accurately and on time.

Work hours: Pending (Must have significant overlap with U.S. Eastern Time business hours)

Work set-up: Remote

What you’ll do

• Employee Onboarding and Offboarding
  • Coordinate administrative onboarding activities for new employees across multiple locations.
  • Monitor completion of new-hire documentation, onboarding checklists, and required forms.
  • Track employee status changes, transfers, and separations.
  • Coordinate offboarding checklists and confirm completion of assigned activities.
  • Identify and escalate incomplete or overdue employee lifecycle tasks.
• HRIS and Paycom Administration
  • Assist with administrative HRIS workflows using Paycom.
  • Maintain employee data and update records within authorized access levels.
  • Monitor outstanding tasks, incomplete records, and pending approvals.
  • Generate standard HRIS reports and identify missing or inconsistent information.
  • Maintain tracking logs for HRIS-related issues, requests, and resolutions.
  • Support HRIS data audits and process improvement initiatives.
• Benefits and Retirement Plan Administration
  • Track employee benefit enrollment deadlines, outstanding documentation, and administrative requests.
  • Coordinate follow-up with benefits vendors and internal stakeholders.
  • Maintain retirement plan administration calendars and track required deliverables.
  • Assist with tracking 401(k) contribution reporting and reconciliation activities under HR or Finance supervision.
  • Flag discrepancies, missing information, and unresolved vendor issues promptly.
  • Maintain accurate records of vendor communications and completion confirmations.
• HR Reporting and Analytics
  • Prepare and maintain recurring HR reports and dashboards, including:
    • Employee headcount by location and department.
    • New hires, terminations, and transfers.
    • Employee turnover and vacancies.
    • Overtime and attendance trends.
    • Onboarding and offboarding status.
    • Outstanding HR service requests.
    • Upcoming compliance and certification deadlines.
  • Ensure reports are accurate, current, and delivered according to established schedules.
• Compliance and Employee Records
  • Maintain organized electronic employee records in accordance with company procedures.
  • Monitor employee certifications, licenses, and required training deadlines.
  • Support personnel file audits and documentation reviews.
  • Track policy acknowledgments and required employee forms.
  • Escalate incomplete or overdue compliance-related items to HR leadership.
• Recruitment Coordination
  • Schedule candidate interviews and coordinate interview logistics.
  • Maintain applicant tracking records and candidate status updates.
  • Communicate with candidates regarding scheduling and administrative next steps.
  • Support pre-employment screening coordination and onboarding transitions.
  • Maintain recruiting activity reports and open-position trackers.
• HR Administrative and Operational Support
  • Monitor and organize incoming HR requests through approved communication channels.
  • Maintain shared HR calendars, task trackers, and recurring deadlines.
  • Follow up with employees, practice managers, vendors, and internal stakeholders on outstanding administrative items.
  • Prepare routine HR correspondence using approved templates.
  • Maintain HR standard operating procedures, checklists, and process documentation.
  • Support special projects and process improvement initiatives as assigned.

Qualifications

• Minimum 2 years of experience in HR administration, HR operations, or HR coordination.
• Prior experience supporting U.S.-based companies, preferably with multiple locations.
• Strong proficiency in Microsoft Excel or Google Sheets, including formulas, filters, and reporting.
• Experience working with HRIS, payroll, applicant tracking, or employee management systems.
• Excellent written and verbal English communication skills.
• Demonstrated ability to manage multiple deadlines and recurring assignments independently.
• Strong attention to detail, accuracy, and recordkeeping.
• Experience using task management systems, shared calendars, and administrative tracking tools.
• Ability to maintain confidentiality and follow established data security procedures.
• Reliable internet connection and ability to work with U.S.-based teams during agreed business hours.

Preferred Qualifications

• Experience with Paycom or comparable U.S. HRIS/payroll platforms.
• Experience supporting healthcare, dental, or other multi-location organizations.
• Familiarity with U.S. employee onboarding, benefits, and payroll administration processes.
• Experience with 401(k) administration or employee benefits coordination.
• Strong Excel reporting and dashboard development capabilities.
• Experience documenting SOPs and improving administrative workflows.

Core Competencies

• Ownership and Accountability: Takes responsibility for assigned work from initial request through verified completion.
• Proactive Communication: Provides timely updates, follows up independently, and escalates obstacles before deadlines are missed.
• Organization and Time Management: Maintains reliable systems to track competing priorities, recurring deadlines, and outstanding tasks.
• Accuracy and Attention to Detail: Produces complete and accurate work with minimal corrections.
• Problem-Solving: Recognizes issues early, identifies possible solutions, and seeks assistance when appropriate.
• Confidentiality and Professional Judgment: Handles employee information responsibly and works within established approval and access boundaries.

Benefits

• At Penbrothers, we are obsessed with creating positive employee experiences.
• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.