Administrative Coordinator

The Moorings Park Instituteorporated•Naples, FL

18d

About The Position

Moorings Park is seeking an Administrative Coordinator to provide administrative and operational support to its Human Resources team. The role is a primary point of contact for candidates, new hires, and partners, and coordinates onboarding activities, compliance tracking, HR meetings, audits, recruitment events, and special projects. The position supports a positive partner experience by maintaining accurate records, supporting compliance initiatives, and facilitating efficient HR processes throughout the organization. The Administrative Coordinator provides a professional and welcoming experience for people contacting Human Resources and maintains the confidentiality of personnel, compensation, medical, and organizational information. The role coordinates pre-employment onboarding, including background checks, drug screenings, employment verifications, communication with candidates and internal stakeholders, new hire orientation, and onboarding documentation. It also coordinates HR calendars, meetings, training sessions, and events; maintains department records; assists with recruitment and wellness events; supports driver and MVR compliance and internal audits; and helps coordinate HR projects and process improvements. The position requires strong communication and organizational abilities, experience managing priorities and confidential information, and advanced proficiency in Microsoft Excel and PowerPoint, as well as strong proficiency in Outlook. HR experience is preferred but not required. During emergencies or natural disasters, the employee may be required to remain on duty for the duration of the event.

Requirements

Excellent oral and written communication skills in English.
Demonstrated experience managing multiple priorities, coordinating projects, and maintaining confidential information.
Advanced proficiency in Microsoft Excel, including creating and maintaining spreadsheets, using formulas, sorting and analyzing data, generating reports, and tracking compliance metrics.
Advanced proficiency in Microsoft PowerPoint, including creating professional presentations, departmental reports, meeting materials, and visual communications.
Strong proficiency in Microsoft Outlook, including calendar management, meeting coordination, scheduling, and professional business communications.
Strong technology aptitude and ability to learn and navigate multiple software platforms, databases, and Human Resources systems.
During emergencies or natural disasters, may be required to remain on duty for the duration of the event.

Nice To Haves

Minimum of two years of college with General Business/Secretarial courses, or equivalent experience; an equivalent combination of education and experience may be considered.
Human Resources experience is preferred but not required.

Responsibilities

Provide a professional, welcoming experience for partners, applicants, and visitors contacting Human Resources.
Maintain confidentiality of personnel, compensation, medical, and organizational information.
Provide administrative support and backup assistance to Human Resources team members.
Coordinate full-cycle pre-employment onboarding for newly hired partners.
Initiate and monitor background checks, drug screenings, employment verifications, and other pre-employment requirements.
Liaise with candidates, hiring managers, the recruiter, and HR Business Partners during onboarding, and communicate with candidates about outstanding requirements.
Help new hires feel informed, supported, and prepared before their first day.
Coordinate new hire orientations and prepare onboarding materials and documentation.
Ensure onboarding records are complete and properly maintained in accordance with company policies and regulatory requirements.
Manage calendars, schedules, and logistics for HR meetings, training sessions, and department events.
Prepare meeting agendas, presentation materials, reports, and minutes as requested.
Coordinate monthly HR meetings and events.
Maintain HR department files, records, and correspondence.
Assist with recruitment and wellness events, job fairs, and hiring initiatives.
Assist with the organization's Motor Vehicle Record and driver's license compliance program.
Assist with internal audits of employee records, onboarding documentation, benefits administration, licensure, certifications, and compliance requirements.
Review personnel files for completeness and accuracy, identify documentation deficiencies, prepare audit reports, and track corrective actions as directed.
Support compliance with organizational policies and applicable employment regulations.
Assist with and independently coordinate HR projects, initiatives, and process improvement efforts.