Staffing & Time Coordinator

Thorpe Specialty Services Corporation•Saint Gabriel, LA

10d

About The Position

Role and Responsibilities Employee Onboarding & HR Administration 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 Timekeeping & Payroll Support 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 Branch Administrative Support 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 Office Operations 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 Safety & Compliance 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

Requirements

High school diploma or equivalent required; Bachelor’s degree preferred
Minimum two (2) or more years of administrative or office support experience
Experience working with HRIS systems (preferably UKG) and timekeeping platforms such as ExakTime preferred
Proficiency with Microsoft Office applications, particularly Excel and Outlook
Strong organizational, communication, and record-management skills

Nice To Haves

Experience working with HRIS systems (preferably UKG) and timekeeping platforms such as ExakTime preferred
High school diploma or equivalent required; Bachelor’s degree 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