People Operations Coordinator

Amtraco•Caledonia, WI

5d•$65,000 - $70,000

About The Position

The People Operations Coordinator administers regular payroll and commissions, supports HR compliance and benefits, manages the fleet program, assists recruiting, and reconciles department invoices. The role works closely with HR, Finance, managers, and vendors to keep information accurate and resolve questions promptly. It is a hands-on opportunity to contribute across the HR function by working with numbers, organizing competing priorities, and helping employees navigate everyday needs. The position supports compensation and payroll administration; employee records and compliance; benefits and retirement plans; vehicle and driver administration; recruiting coordination; and invoice review and reconciliation. Success involves maintaining accurate pay and benefit records, reconciled invoices, current fleet information, and consistently met deadlines. Employees and candidates should receive clear, timely responses, while issues are documented, resolved, or escalated appropriately. The role calls for personal responsibility, a customer-focused approach, and willingness to work together to improve processes. Completing the Culture Index Survey is a required step of the application process.

Requirements

Experience in HR operations, payroll, benefits administration, accounting support, or a related administrative role; two or more years preferred.
Strong numerical accuracy and Excel skills, including formulas, lookups, sorting, filtering, and reconciling information across reports.
Ability to manage recurring deadlines, prioritize requests, document work, and follow issues through to resolution.
Clear communication, a helpful approach to employee questions, and sound judgment when handling confidential information.
Comfort learning HR, payroll, benefits, and applicant tracking systems.

Nice To Haves

Experience with commissions, fleet administration, or 401(k) support.
Associate or bachelor’s degree in Human Resources, Business, Accounting, or a related field; equivalent relevant experience is welcome.

Responsibilities

Coordinate payroll by reviewing time records, pay changes, deductions, and adjustments; resolve discrepancies and obtain approvals before submission.
Prepare and reconcile commission calculations using approved plans and verified sales data, partnering with Sales and Finance to resolve exceptions before payment.
Maintain compensation records, commission statements, and supporting documentation, and respond to employee pay questions accurately and discreetly.
Track payroll and commission deadlines, verify approved changes are reflected correctly, and escalate unresolved issues to HR leadership.
Maintain accurate employee files, HR system records, and confidential documentation under established access and retention procedures.
Coordinate employment verification documentation, required notices, policy acknowledgments, and compliance training records.
Maintain a compliance calendar, prepare records for audits and reporting, and support employment requirements with HR leadership and external advisors.
Identify missing information or process gaps, follow through on corrections, and escalate sensitive employee matters or questions requiring policy interpretation.
Support medical, dental, vision, voluntary benefits, and the 401(k) program, including eligibility tracking, enrollments, changes, and terminations.
Assist with open enrollment, new-hire benefits orientation, employee communications, and routine questions; coordinate unresolved issues with providers or the broker.
Reconcile enrollment records and payroll deductions with carrier and retirement plan records; investigate discrepancies and coordinate corrections.
Support 401(k) contribution and loan repayment reconciliation, timely remittance coordination, census requests, testing, and audit documentation with Finance and the plan administrator.
Serve as the day-to-day contact for employees and fleet vendors; coordinate vehicle assignments, onboarding, transfers, and returns.
Maintain vehicle and driver records, including VINs, registrations, insurance documentation, maintenance schedules, and fuel card assignments.
Coordinate renewals, maintenance, repairs, and incident documentation; monitor completion and follow up on outstanding items.
Review fleet costs, mileage, fuel use, and vendor fees; investigate unusual charges and support adherence to company vehicle policies.
Post and update job openings, maintain applicant records, and organize recruiting activity in the applicant tracking system.
Coordinate interviews, candidate communications, and approved screening steps to provide a responsive candidate experience.
Prepare approved offer materials, coordinate pre-employment requirements, support handoff to onboarding, and track recruiting status and expenses.
Review HR, benefits, recruiting, and fleet invoices against contracts, enrollment records, service activity, and supporting documentation.
Research billing errors, duplicate charges, missing credits, and unexpected fees; work with vendors and Finance to resolve discrepancies.
Assign appropriate department or business unit coding, obtain approvals, submit invoices on time, maintain reconciliation records, and support budget tracking.