HR Coordinator

Spectrum Staffing, Inc.; Richmond (VA); On-site; USD 42,000 - 65,000; Full time

Job summary

Spectrum Staffing, Inc. is seeking an HR Coordinator to provide hands-on support throughout onboarding and pre-employment processes.

You will help candidates move through screenings, collect documentation, and maintain accurate records while coordinating with recruiters, hiring managers, vendors, and internal teams. In this role you will handle confidential information with discretion, monitor progress, track items in Excel, and assist with process improvements.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• 2+ years of experience in HR operations, onboarding, talent acquisition support, background screening, customer service, or a related function.
• Strong verbal and written communication skills with the ability to provide professional support to candidates and internal stakeholders.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities, cases, and deadlines in a fast-paced, high-volume environment.
• Proficiency in HRIS/ATS systems and Excel for data management and reporting.
• Previous background screening or pre-employment verification experience is a plus.

Responsibilities

• Coordinate background screening and pre-employment activities for new hires.
• Monitor candidate progress and proactively follow up on outstanding documents, information, and screening requirements.
• Serve as a primary resource for candidates, recruiters, hiring managers, and vendors regarding onboarding and screening questions.
• Maintain clear and accurate documentation of candidate communications, case updates, and required follow-up.
• Identify screening discrepancies, delays, or other issues and escalate appropriately to ensure timely resolution.
• Manage multiple active onboarding and screening cases while maintaining deadlines and service expectations.
• Maintain Excel spreadsheets, tracking reports, and other operational data used to monitor onboarding activity.
• Partner with internal teams and external screening vendors to resolve outstanding items and keep the hiring process moving.
• Assist with HR projects, process documentation, job aids, and continuous improvement initiatives.
• Handle confidential employee and candidate information with discretion while ensuring records remain complete, organized, and audit-ready.

Skills

Verbal and written communication

Organizational skills

Multi-tasking

Attention to detail

Time management

Customer service

Excel data entry/data analysis

Education

Bachelor’s degree or equivalent

Tools

Microsoft Excel

HRIS

ATS

Job description

The HR Coordinator will provide hands-on support throughout the onboarding and pre-employment process, helping ensure candidates move through required screenings and documentation efficiently. This position will work closely with candidates, recruiters, hiring managers, vendors, and internal teams to coordinate background checks, resolve issues, maintain accurate records, and provide timely communication throughout the process.

RESPONSIBILITIES

Coordinate background screening and pre-employment activities for new hires.

Monitor candidate progress and proactively follow up on outstanding documents, information, and screening requirements.

Serve as a primary resource for candidates, recruiters, hiring managers, and vendors regarding onboarding and screening questions.

Maintain clear and accurate documentation of candidate communications, case updates, and required follow-up.

Identify screening discrepancies, delays, or other issues and escalation appropriately to ensure timely resolution.

Manage multiple active onboarding and screening cases while maintaining established deadlines and service expectations.

Maintain Excel spreadsheets, tracking reports, and other operational data used to monitor onboarding activity.

Partner with internal teams and external screening vendors to resolve outstanding items and keep the hiring process moving.

Assist with HR projects, process documentation, job aids, and continuous improvement initiatives.

Handle confidential employee and candidate information with discretion while ensuring records remain complete, organized, and audit-ready.

QUALIFICATIONS

Bachelor’s degree or an equivalent combination of education and relevant experience.

2+ years of experience in HR operations, onboarding, talent acquisition support, background screening, customer service, or a related function.

Strong verbal and written communication skills with the ability to provide professional support to candidates and internal stakeholders.

Excellent organizational skills and attention to detail.

Ability to manage multiple priorities, cases, and deadlines in a fast-paced, high-volume environment.

Proficiency in Microsoft Excel, including formulas, sorting, filtering, pivot tables, and basic data analysis.

Experience working with HRIS, ATS, onboarding, or case management systems preferred.

Previous background screening or pre-employment verification experience is a plus.