HR Coordinator

SmarteCarte Brand • White Bear Lake, MN

35d • Hybrid

About The Position

The Human Resources Coordinator is primarily responsible for recruiting and onboarding coordination and leave administration, while providing day-to-day support for key HR functions, including benefits, employee records, unemployment, employee recognition and engagement, HR communications, and general department support. The Human Resources Coordinator plays an important role in ensuring HR processes are handled accurately, timely, and confidentially while delivering a positive employee experience.

Requirements

• Previous experience in recruiting and leave administration support required, two (2) years preferred.
• Proficiency working with HRIS, applicant tracking systems.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.
• Working knowledge of human resources principles, practices, and employment related processes.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy in recordkeeping and documentation.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service orientation and ability to build positive working relationships with employees, managers, and candidates.
• Ability to work independently while also collaborating effectively with the HR team and other departments.
• Familiarity with leave administration processes and employment law compliance considerations.

Responsibilities

• Coordinate the full-cycle recruitment process for assigned positions, including posting jobs, screening applicants, scheduling interviews, and facilitating candidate communications.
• Manage recruiting workflows in the applicant tracking system and ensure candidate records are complete and accurate.
• Partner with hiring managers to support recruiting needs, interview scheduling, and selection logistics.
• Prepare offer letters for assigned positions, ensuring compliance with benefit offerings based on location, unions, or other specified requirements.
• Coordinate pre-employment activities, including reference checks, background checks, and new hire documentation, as applicable.
• Assist with administering employee leaves of absence, including medical, family, personal, military, and other company provided or legally protected leaves.
• Serve as the first point of contact for employees and managers regarding leave processes, required documentation, timelines, and return-to-work procedures.
• Provide leave notices, forms, and communications in a timely and confidential manner.
• Track leave requests, certifications, approvals, extensions, and return dates to ensure proper documentation and compliance.
• Assist in coordinating payroll and benefits during leaves and ensure leave related personnel changes are processed accurately.
• Monitor accommodation and return-to-work documentation as directed.
• Maintain accurate leave records and ensure confidentiality of medical and other sensitive information.
• Scan incoming payroll documents and save in the HR/Payroll file.
• Print off-cycle payroll checks as requested by the payroll administrator and coordinate delivery (mail, FedEx, etc.).
• Assist Sr. HR colleagues with payroll back, take an active role in learning backup procedures.
• Assist managers with routine employee separations, including exit paperwork, system updates, and responding to unemployment information requests.
• Escalate complex issues to Sr. HR colleagues.
• Assist in the maintenance of employee HRIS records, ensuring data accuracy, completeness, and confidentiality.
• Assist in processing employee status changes such as hires, transfers, promotions, compensation changes, and terminations.
• Prepare HR-related letters and documents, including verification letters, policy acknowledgments, and employment change notices as directed.
• Assist in preparing reports related to headcount, turnover, open positions, leave activity, and other HR metrics.
• Assist with benefits administration tasks such as enrollment support, qualifying life event changes, and employee communications.
• Support HR compliance efforts by helping maintain required forms, postings, acknowledgments, and records.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Provide administrative support for HR projects, programs, employee engagement activities, and department initiatives.
• Assist with training coordination, meeting scheduling, and other departmental administrative tasks.
• Perform other duties as assigned.

Benefits

• medical and dental insurance
• company-paid life insurance
• short-term disability
• matching 401(k)
• paid time off
• paid holidays
• wellness reimbursement
• company events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree