HR Coordinator

Citadel Aviation • Lake Charles, LA

46d • Onsite

About The Position

The Human Resources Coordinator provides day-to-day administrative and transactional support for the HR function, including badging, Form I-9 completion and verification, employee records, and routine employee transactions for a workforce supporting VIP/VVIP completions, refurbishment, and maintenance operations. The role also administers contract labor, coordinates candidate travel, prepares new-hire orientation, and keeps department documentation current, including job descriptions, policies, and the HR SharePoint site. Success requires accurate, audit-ready records; timely badging and onboarding; discretion with confidential information; and responsive service to employees and hiring managers.

The position reports to the Manager of Human Resources and works closely with hiring managers, Security/Badging, Finance, Payroll, and staffing vendors to support a compliant, well-documented, and fully staffed workforce. Work is primarily indoors in an office environment, with periodic time in an aircraft hangar, shop, or on the dock as needed. Occasional travel may occur. Flexible shifts, overtime, weekends, or holidays may be required based on business demand.

Requirements

• High school diploma or equivalent (GED).
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and SharePoint.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Strong organizational skills and attention to detail, with the ability to manage multiple deadlines and high-volume transactional work accurately.
• Clear written and verbal communication with employees, managers, candidates, and vendors at all levels.
• Proficiency in oral and written English, including the ability to read, write, speak, and understand policies, forms, and compliance documentation.
• Current, valid driver’s license.
• Authorization to work in the United States and ability to pass applicable pre-employment screening.
• This is a non-safety-sensitive position; DOT/FAA drug-and-alcohol testing does not apply.

Nice To Haves

• Associate’s or bachelor’s degree in Human Resources, Business Administration, or a related field.
• 2–4 years of human resources administrative, coordinator, or comparable records-intensive administrative experience.
• Working knowledge of Form I-9 and E-Verify requirements and employee record-retention and confidentiality practices.
• Experience in an aviation, MRO, completions, or manufacturing environment.
• Experience administering airport, SIDA, or secure-facility badging programs.
• Experience with HRIS and applicant tracking systems.
• Experience administering contract labor and coordinating with staffing vendors.
• Experience tracking a departmental budget, purchase orders, and invoice reconciliation.
• SHRM-CP or PHR certification.

Responsibilities

• Process employee and contractor badge applications, renewals, and deactivations; coordinate fingerprinting, background checks, and badge issuance with Security and applicable airport or facility authorities; maintain badge inventory and access records.
• Complete, verify, and retain Form I-9 documentation within federal timelines, including E-Verify submission, reverification of expiring work authorization, and purging records after the retention period.
• Prepare new-hire orientation materials and packets, schedule sessions and presenters, coordinate IT, equipment, and workspace setup, and confirm first-day paperwork is complete and accurate.
• Coordinate logistics for on-site employee events, including town halls, safety days, recognition events, holiday events, and training sessions; manage scheduling, room setup, and RSVP tracking.
• Serve as the point of contact for catering, facilities, and outside vendors supporting employee events.
• Support event communications by preparing flyers, reminder emails, and sign-up sheets.
• Maintain personnel, medical, and I-9 files in secure, appropriately segregated systems in accordance with confidentiality and record-retention requirements.
• Conduct scheduled and ad hoc audits of personnel files, I-9s, badging records, and training documentation; document findings, correct deficiencies, and report results to the Manager of Human Resources.
• Support internal and external audits and regulatory inquiries by researching, compiling, and providing requested records and documentation.
• Process day-to-day employee transactions, including hires, status and pay changes, transfers, separations, and personal-information updates; ensure accurate HRIS entry and timely handoff to Payroll and Benefits.
• Process employment applications, monitor the applicant tracking system and recruiting inbox, schedule interviews, initiate pre-employment screening, and generate candidate correspondence.
• Coordinate candidate travel and lodging, including bookings, itineraries, and reconciliation of candidate expense reimbursement.
• Administer the contract labor program by processing requisitions, coordinating with staffing vendors, onboarding and badging contract personnel, tracking assignment start and end dates, and managing offboarding.
• Collect and verify contract labor timesheets, reconcile vendor invoices against approved hours and rates, and resolve discrepancies with vendors and hiring managers.
• Track the HR department budget, including purchase orders, invoices, and monthly actual-versus-plan reporting; flag variances and support annual budget preparation.
• Maintain the HR SharePoint site so policies, forms, job descriptions, and reference materials are current, correctly versioned, and accessible to appropriate audiences.
• Maintain the job description library by formatting documents to the company template, routing drafts for manager and HR review and approval, and tracking periodic reviews.
• Support policy and handbook updates, including distribution, acknowledgment tracking, and follow-up on outstanding acknowledgments.
• Maintain strict confidentiality of employee and applicant information and serve employees, candidates, vendors, and customers in a cordial, respectful, and professional manner.
• Participate in required training and perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED