HR Operations & Compliance 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

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