HR Administrative Coordinator

Ultimate Staffing Services; Pasadena (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Ultimate Staffing Services in Pasadena, CA, seeks a Human Resources Administrative Coordinator to support HR operations, maintain employee records, and assist with recruitment and onboarding while ensuring policy compliance. Responsibilities include maintaining HR data, coordinating postings and interviews, supporting benefits and payroll data entry, and handling routine inquiries with professionalism.

Strong organizational, communication, and discretion are essential; MS Office proficiency is

Qualifications

• Associate's degree in HR, business admin, or related field; experience may count.
• 1–3 years in admin, HR, or office coordination.
• Experience with HRIS, applicant tracking, or payroll systems is a plus.
• Strong organizational and communication skills; attention to detail.
• Ability to handle confidential information with discretion.

Responsibilities

• Maintain accurate and confidential employee records and HR databases.
• Process and update employee information, including new hires, transfers, promotions, and terminations.
• Prepare HR-related documentation, correspondence, and reports.
• Assist with HR audits and ensure compliance with recordkeeping requirements.
• Respond to routine employee inquiries regarding HR policies, benefits, and procedures.
• Coordinate job postings and support recruitment activities.
• Schedule candidate interviews and communicate with applicants throughout the hiring process.
• Assist with background checks, reference checks, and pre-employment requirements.
• Prepare new hire documentation and onboarding materials.
• Coordinate orientation programs and new employee onboarding activities.
• Assist employees with benefits enrollment and benefits-related questions.
• Coordinate communication regarding benefits, wellness programs, and company initiatives.
• Support employee recognition, engagement, and retention activities.
• Help organize employee events, training sessions, and HR programs.
• Assist with payroll processing by maintaining accurate employee data and timekeeping records.
• Enter and update employee information within HRIS.
• Generate routine reports and provide data support to HR leadership.
• Ensure data accuracy and confidentiality across HR systems.
• Maintain compliance with federal, state, and local employment regulations.
• Support the administration and communication of HR policies and procedures.
• Assist with documentation and reporting required for regulatory compliance.
• Maintain confidentiality of sensitive employee and company information.

Skills

Organizational skills

Verbal and written communication

Attention to detail

Discretion with confidential data

Microsoft Office

Customer service

Multitasking

Knowledge of HR practices

Education

Associate's degree in HR, Business Administration or related field

Tools

HRIS

Applicant tracking systems

Payroll systems

Job description

Human Resources Administrative Coordinator

Position Summary

The Human Resources Administrative Coordinator provides administrative and operational support to the Human Resources department. This role is responsible for coordinating HR processes, maintaining employee records, assisting with recruitment and onboarding activities, supporting employee communications, and ensuring compliance with company policies and procedures. The HR Administrative Coordinator serves as a key point of contact for employees and helps facilitate efficient day-to-day HR operations.

Key Responsibilities

• Human Resources Administration
  • Maintain accurate and confidential employee records and HR databases.
  • Process and update employee information, including new hires, transfers, promotions, and terminations.
  • Prepare and distribute HR-related documentation, correspondence, and reports.
  • Assist with HR audits and ensure compliance with recordkeeping requirements.
  • Respond to routine employee inquiries regarding HR policies, benefits, and procedures.
• Recruitment and Onboarding
  • Coordinate job postings and support recruitment activities.
  • Schedule candidate interviews and communicate with applicants throughout the hiring process.
  • Assist with background checks, reference checks, and pre-employment requirements.
  • Prepare new hire documentation and onboarding materials.
  • Coordinate orientation programs and new employee onboarding activities.
• Benefits and Employee Support
  • Assist employees with benefits enrollment and benefits-related questions.
  • Coordinate communication regarding benefits, wellness programs, and company initiatives.
  • Support employee recognition, engagement, and retention activities.
  • Help organize employee events, training sessions, and HR programs.
• Payroll and HR Systems
  • Assist with payroll processing by maintaining accurate employee data and timekeeping records.
  • Enter and update employee information within Human Resources Information Systems (HRIS).
  • Generate routine reports and provide data support to HR leadership.
  • Ensure data accuracy and confidentiality across HR systems.
• Compliance and Policy Administration
  • Maintain compliance with federal, state, and local employment regulations.
  • Support the administration and communication of HR policies and procedures.
  • Assist with documentation and reporting required for regulatory compliance.
  • Maintain confidentiality of sensitive employee and company information.

Qualifications

• Education: Associate's degree in Human Resources, Business Administration, or a related field preferred. Equivalent combination of education and experience may be considered.
• Experience: 1-3 years of administrative, HR, office coordination, or related experience preferred. Experience working with HRIS, applicant tracking systems, or payroll systems is a plus.
• Skills and Competencies:
  • Strong organizational and time management skills.
  • Excellent verbal and written communication abilities.
  • High attention to detail and accuracy.
  • Ability to handle confidential and sensitive information with discretion.
  • Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
  • Strong customer service and interpersonal skills.
  • Ability to manage multiple priorities in a fast-paced environment.
  • Knowledge of HR practices, employment laws, and compliance requirements is preferred.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.