Staffing & Time Coordinator

Thorpe Specialty Services Corporation•Beaumont, TX

6d•Onsite

About The Position

Responsible for the administration and processing of field new hires, time reporting, contracts, invoicing, work records, personnel files, and associated documentation. This role performs general office functions to support Operations. Responsibilities include utilizing UKG for employee onboarding and employee management activities and ExakTime for field employee timekeeping and payroll reporting. Specific duties vary based on the needs of the branch and supervisor.

Requirements

High school diploma or equivalent required
Minimum two (2) or more years of administrative or office support experience
Proficiency with Microsoft Office applications, particularly Excel and Outlook
Strong organizational, communication, and record-management skills
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Nice To Haves

Bachelor’s degree preferred
Experience working with HRIS systems (preferably UKG) and timekeeping platforms such as ExakTime preferred

Responsibilities

Coordinate and process field applicants and new hire onboarding using UKG, including entry and maintenance of employee records
Manage employee documentation and personnel files to ensure accuracy and compliance with company standards
Coordinate pre-employment requirements including drug screenings, background checks, and required training
Complete and maintain I-9 documentation in compliance with federal requirements
Collect, review, and process field employee time using ExakTime for weekly payroll submission
Identify potential payroll discrepancies and coordinate corrections when necessary
Maintain accurate records of work hours and supporting documentation
Provide administrative assistance to branch leadership as directed
Review operational files and documentation for completeness and accuracy
Assist in preparing and processing company contracts and related documentation
Maintain logs for document amendments, cancellations, and updates
Support invoicing activities, including distribution of contract correspondence and return confirmations
Contact customers regarding outstanding invoices, including accounts exceeding 90 days past due
Compare incoming documents with existing records to verify accuracy
Maintain organized filing systems and ensure proper documentation retention
Operate standard office equipment and maintain administrative office functions
Manage incoming calls and route inquiries to the appropriate personnel
Maintain accurate company database records and assist in the management of vendor and customer correspondence
Maintain a safe and compliant work environment by adhering to company and customer safety standards and legal requirements
Identify and report potential hazards or safety concerns
Perform other duties as assigned