Team Member Services Coordinator

Portillo's•Oak Brook, IL

10d•$24 - $27•Hybrid

About The Position

The Team Member Services Coordinator is a primary resource for Portillo’s team members and leaders, providing accurate, compliant, and timely support for questions about employment, benefits, time off, compensation, pay stubs, and team member records. The position supports corporate onboarding, I-9 and E-Verify processing, background check administration, HRIS data integrity, legal and compliance requests, and offboarding activities. The role is based at Portillo’s Restaurant Support Center in Oak Brook, Illinois. On-site presence is required Monday through Thursday, with the flexibility to work remotely on Fridays. Occasional local travel may be required (less than 5%). The coordinator reports to the Director, Total Rewards & Team Member Services and works closely with team members, field leaders, senior leaders, Restaurant Support Center departments, and Portillo’s Food Service. Key partners include Payroll, Benefits, Legal, IT, and People Business Partners.

Requirements

High school diploma or GED.
1–2 years of Human Resources experience.
Proficiency in Microsoft Word, Excel (sorting, filtering, and basic formulas), and Outlook.
Exceptional organization and follow-through skills.
Strong attention to detail and accuracy in data entry and recordkeeping.
Ability to handle confidential and sensitive information with discretion.
Flexibility and ability to work in a fast-paced environment, meet deadlines, and manage multiple projects at once.
Strong written and verbal communication skills, including the ability to explain HR policies and processes clearly to team members at every level.
Ability to adapt effectively to changing and new priorities.
Ability to manage a high volume of inquiries and emails efficiently and effectively.

Nice To Haves

Experience working in Workday.

Responsibilities

Respond to Human Resources help desk and ticket inquiries within established SLAs, providing accurate guidance or escalating as appropriate.
Document inquiries and resolutions in the ticketing system; use trends to identify recurring issues, update FAQs and knowledge articles, and recommend process improvements.
Serve as a point of contact for team members and managers on HR processes and policies.
Manage end-to-end onboarding for corporate team members and facilitate orientation, ensuring new hires have the information, tools, and resources needed to succeed.
Manage the I-9 process, including timely completion, verification, remediation of errors or discrepancies, and re-verification.
Monitor I-9 completion deadlines and maintain records in accordance with federal retention and storage requirements.
Manage the E-Verify process and vendor relationship, including timely case creation and resolution of tentative non-confirmations according to program requirements.
Support employment eligibility and compliance processes.
Own the background check process, including initiating checks, reviewing results, and escalating adjudication needs according to policy.
Conduct regular audits to ensure data accuracy and integrity across Workday and related HR systems, and resolve discrepancies.
Process or correct team member data changes and updates, including personal information, job or position changes, organizational assignments, and transfers.
Handle sensitive team member information with confidentiality, discretion, and professional judgment.
Run standard Workday reports and maintain current standard operating procedures for Team Member Services processes.
Prepare and submit the California BLS quarterly report accurately and on time.
Fulfill Legal team data requests, including employment verifications, litigation holds, and records requests, with accuracy and discretion.
Maintain compliant paper and physical file management practices, including proper storage, retention, and secure handling of employee records.
Gather and organize documentation in response to data requests.
Stay current on federal, state, and local requirements affecting team member records and I-9s.
Administer the exit survey distribution process.
Process removal of system access for terminations when requested.
Perform other duties as assigned.