HR Operations Specialist

ABC Companies•Winter Garden, FL

About The Position

The HR Operations Specialist coordinates and administers human resources operations, regulatory compliance programs, and employee lifecycle processes across ABC Companies. Reporting to the Director of Human Resources, the role is the primary administrator of Department of Transportation (DOT) and Federal Transit Administration (FTA) compliance activities, including driver qualification file management, drug and alcohol testing coordination, regulatory documentation, and ongoing compliance monitoring. The position also coordinates onboarding, orientation, and offboarding; maintains Form I-9 records and personnel files; processes employee changes in HR systems; and helps ensure employment documentation is accurate, confidential, and compliant with applicable requirements. It serves as an accessible HR resource for employees and managers, responds to routine inquiries and workplace concerns, supports employee relations documentation, and escalates complex or sensitive matters to HR leadership. The specialist works with employees, operational leaders, HR colleagues, and external service providers to support a compliant, efficient, and employee-focused HR function.

Requirements

Minimum of three years of experience in human resources, compliance administration, employee records management, DOT/FTA compliance, or a related field.
Knowledge of federal, state, and local employment laws and HR best practices.
Strong attention to detail and organizational skills.
Ability to maintain confidential information with professionalism and discretion.
Strong communication, interpersonal, and customer service skills.
Proficiency with Microsoft Office applications and HR information systems.
Ability to prioritize work, manage multiple deadlines, and work independently.
Ability to work in a standard office environment, sit and use a computer for prolonged periods, and occasionally lift and carry up to 20 pounds.

Nice To Haves

Associate's or bachelor's degree in Human Resources, Business Administration, or a related field.
Experience administering DOT and FTA compliance programs, driver qualification files, and drug and alcohol testing requirements.
Experience with onboarding, employee records administration, and HRIS systems.
Bilingual in English and Spanish.

Responsibilities

Administer DOT and FTA compliance programs in accordance with federal regulations and company policies.
Maintain complete, accurate, current, and audit-ready driver qualification files and other compliance documentation.
Monitor compliance requirements, certifications, medical certificates, motor vehicle records, and regulatory deadlines.
Coordinate required random, post-accident, reasonable suspicion, return-to-duty, and follow-up drug and alcohol testing, including coordination with third-party vendors and collection sites.
Support regulatory audits, inspections, and compliance reviews, and communicate requirements to employees, managers, and operational leaders.
Coordinate new-hire paperwork, orientation scheduling, policy acknowledgments, and completion of onboarding requirements.
Complete and maintain Form I-9 documentation and employment eligibility verification records in accordance with federal requirements.
Manage employee separation paperwork, exit procedures, system updates, and record retention requirements.
Respond to routine employee relations matters and provide employees and managers with guidance on company policies and workplace expectations.
Escalate complex or sensitive employee matters to HR leadership and partner with the Director of Human Resources to support consistent policy application.
Assist managers with documentation related to attendance, performance, conduct, and policy compliance.
Support employee relations investigations through information gathering, documentation, and record maintenance.
Support employee engagement, communication, and retention initiatives.
Maintain personnel files and HR records in accordance with company policies, legal requirements, and record retention guidelines.
Process employee changes in HR systems and ensure employee information is accurate and up to date.
Respond to inquiries about HR policies, procedures, and employment-related matters while maintaining confidentiality.
Assist with HR document management and other HR operational activities as assigned.
Identify opportunities to streamline administrative processes, strengthen recordkeeping, and improve coordination across HR, Operations, and external partners.