HR Coordinator I

NOW Health Group•Bloomingdale, IL

10h•Hybrid

About The Position

This role provides comprehensive administrative support across various Human Resources functions, including employee relations, event coordination, and office management. The HR Coordinator I will handle daily administrative tasks, assist with special projects, and ensure smooth operations within the HR department and across facilities. This position requires strong organizational skills, attention to detail, and the ability to manage sensitive information with confidentiality. The role also involves coordinating employee engagement activities, managing office supplies, and ensuring compliance with safety and operational procedures.

Requirements

High school diploma or general education degree (GED)
Two-three years related experience and/or training
Extensive knowledge of personnel policy and procedures and federal and state laws regarding employment practices
Ability to draft reports, business correspondence, and procedure manuals
Ability to effectively present information and respond to questions from employees and the public
Ability to communicate effectively on the phone with customers, employees, and general public
Excellent problem solving and judgment skills
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
Ability to deal with problems involving several concrete variables in standardized situations
Intermediate to advanced skill level in Microsoft Outlook, Word, Excel, and PowerPoint
Excellent organizational skills and attention to detail
High level of interpersonal skills to handle sensitive and confidential situations and documentation
Excellent time management skills and the ability to effectively multi-task
Strong communication (oral and written) skills
Must present a professional, positive image always
Display an initiative-taking and efficient approach to tasks
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Responsibilities

Answer incoming telephone calls, screen callers, and route calls to appropriate personnel or department.
Provide excellent customer service to visitors and employees.
Welcome on-site visitors, determine nature of business, ensure they sign in, notify appropriate personnel, and issue visitor passes.
Perform a variety of administrative duties in all areas of Human Resources, including distribution of various HR reports.
Assemble and distribute information (i.e., training, benefits, company policies, and company events) to employees.
Assist with other Human Resource duties, special projects, employee events, and distribution of NOW Arena tickets.
Coordinate charity and food drives (i.e. Feed My Starving Children, PADs) as well as employee volunteer days for all Illinois locations.
Provide support to other HR areas by coordinating lunches for various functions (i.e. retirement events, new hire orientation, recruiting events, quarterly safety lunches, etc.).
Coordinate catering orders for NOW Arena NOW suite throughout the year for shows and events.
Resolve issues and concerns with the arena and make payments.
Collaborate with departments to gather content for the bi-monthly NOW employee newsletter, which includes editing, proofreading, and distribution.
Assist facilities group in selection of workstations, tables, furniture, paint colors.
Order office supplies for space, negotiate pricing, billing reconciliation, and payments.
Coordinate confidential document destruction program for 395 and 391 facilities by managing contract, pricing, billing reconciliation, and process invoices.
Schedule special document destruction pick-ups and resolve delivery and pick-up issues.
Oversee vending services for Illinois locations by managing nutritional product selections and resolving issues for employees and vendor.
Perform Oracle purchasing for the department.
Enter requisitions into Oracle and obtain approvals and send invoices to accounting for payment.
Handle expense reports for staff members.
Set up building card access for employees, which can include replacing lost or damaged badges and cancelling badges as needed.
Maintain postage amounts for each division/cost center and submit month-end postage report to the accounting department.
Maintain and arrange for reset of postage meter and permits through U.S. Post Office.
Serve as back up to the Mail Room Specialist by tracking packages, distributing mail, and metering mail.
Update emergency contact cards with accuracy and distribute them for crisis management.
In emergency situations, serve as the primary coordinator to guide visitors and staff through established protocols and ensure doors are locked down.
Ensure all security procedures are followed regarding visitors.
Notify on-site security staff immediately of any potential issues/concerns.
Willing to rotate between both Knollwood and Scott Drive buildings on facility campus.
Comply with safety and GMP requirements.
Support a culture of safe production and operations; follow all safety rules and procedures.
Actively participate in the safety program by engaging in training activities to learn what constitutes a safety hazard; reporting safety concerns to the supervisor, submitting safety suggestions, and correcting or reporting to the appropriate people when an employee sees a workplace health or safety hazard, until it is resolved.
Assist with communicating safety information to new employees.
Fulfill responsibilities as outlined in the company safety management plan.