Administrative Coordinator

The Moorings Park Institute Incorporated•Naples, FL

19d

About The Position

Moorings Park is seeking an Administrative Coordinator to provide administrative and operational support to its Human Resources team. The role serves as a primary point of contact for candidates, new hires, partners, and visitors, and coordinates onboarding, compliance tracking, HR meetings, audits, recruitment events, and special projects. The coordinator helps create a positive partner experience by maintaining accurate records, supporting compliance initiatives, and facilitating efficient HR processes throughout the organization. The position coordinates pre-employment activities and new-hire orientation, supports HR meeting and event logistics, maintains department files and records, and assists with audits and compliance programs. It also supports HR projects, recruitment and wellness events, and process improvements. Moorings Park Communities operates three campuses in Naples, Florida.

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 use multiple software platforms, databases, and Human Resources systems.
May be required to remain on duty for the duration of an emergency or natural disaster.

Nice To Haves

At least two years of college coursework in General Business or Secretarial courses, or equivalent experience; an equivalent combination of education and experience may be considered.
Human Resources experience.

Responsibilities

Provide a professional and welcoming experience for partners, applicants, and visitors contacting Human Resources.
Maintain the 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 activities for newly hired partners.
Initiate and monitor background checks, drug screenings, employment verifications, and other pre-employment requirements.
Liaise among candidates, hiring managers, the recruiter, and HR Business Partners during onboarding.
Communicate regularly with candidates to ensure pre-employment requirements are completed on time.
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 completed and 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 meeting 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 (MVR) and driver's license compliance program.
Assist with internal audits involving employee records, onboarding documentation, benefits administration, licensure, certifications, and compliance requirements.
Review personnel files for completeness and accuracy and 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.