HR Operations Specialist

ABC Companies•Winter Garden, FL

18h

About The Position

The HR Operations Specialist coordinates and administers essential human resources operations, regulatory compliance programs, and employee lifecycle processes across ABC Companies. Reporting to the Director of Human Resources, this position 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 role also manages key aspects of the employee experience, from onboarding and orientation through employee records administration and offboarding. Responsibilities include coordinating new-hire documentation, maintaining Form I-9 records, processing employee changes in HR systems, and ensuring personnel records are accurate, confidential, and compliant with applicable requirements. The HR Operations Specialist serves as an accessible resource for employees and managers by providing guidance on company policies, responding to routine workplace concerns, and supporting employee-relations documentation and administrative processes. In partnership with the Director of Human Resources, the role promotes consistent policy application, timely issue resolution, and appropriate escalation of complex or sensitive matters. Success requires strong organization, sound judgment, attention to detail, confidentiality, and the ability to manage competing priorities while coordinating with employees, operational leaders, HR colleagues, and external service providers.

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.
Working knowledge of DOT and FTA regulations, drug and alcohol testing requirements, and driver qualification file administration.
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 applicable federal regulations and company policies.
Maintain driver qualification files and ensure required documentation is complete, accurate, and current.
Monitor compliance requirements, certifications, medical certificates, motor vehicle records, and other regulatory documentation.
Coordinate required random, post-accident, reasonable suspicion, return-to-duty, and follow-up drug and alcohol testing.
Maintain drug and alcohol testing records and coordinate with third-party testing vendors and collection sites.
Organize compliance records and support regulatory audits, inspections, and compliance reviews.
Communicate compliance requirements and documentation needs to employees, managers, and operational leaders.
Monitor compliance deadlines and coordinate renewals, certifications, and documentation updates.
Coordinate onboarding for new hires, including paperwork, orientation scheduling, and policy acknowledgments.
Complete and maintain Form I-9 documentation and employment eligibility verification records.
Facilitate new employee orientation and ensure required onboarding documentation and compliance requirements are completed.
Manage employee separations, including termination paperwork, exit procedures, system updates, and record retention.
Serve as a resource for employees and managers on company policies, procedures, and workplace concerns.
Respond to routine employee-relations matters and escalate complex or sensitive matters to HR leadership.
Assist managers with documentation related to attendance, performance, conduct, and policy compliance.
Support employee-relations investigations through information gathering, documentation, and record maintenance.
Partner with the Director of Human Resources on employee-relations matters and consistent application of company policies and practices.
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 employee inquiries about HR policies, procedures, and employment-related matters.
Maintain confidentiality of employee, company, and business information.
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.