HR Operations Coordinator

Affiliated Distributors, Inc.; Pennsylvania; Hybrid; USD 45,000 - 65,000; Full time

Job summary

Affiliated Distributors, Inc. is seeking a Human Resources Operations Coordinator based in Wayne, PA. This role supports various HR programs and ensures a positive associate experience through effective talent management and operational functions.

The ideal candidate has a Bachelor’s degree in Human Resources and at least one year of relevant experience. Key responsibilities include managing HR systems, supporting wellness initiatives, and handling onboarding processes. The position offers a hybrid work environment.

Qualifications

• Exceptional attention to detail and commitment to high-quality work.
• Ability to work with confidentiality and maintain professionalism.
• Excellent written and verbal communication skills across all levels.

Responsibilities

• Support talent management processes and HR systems administration.
• Plan and execute wellness programs and benefits offerings.
• Manage onboarding/offboarding processes for associates.

Skills

Attention to detail

Customer focus

Communication skills

Organizational skills

Analytical skills

Problem-solving

Education

Bachelor's degree in Human Resources or related field

Tools

Microsoft Office (Outlook, Excel, Word, PowerPoint)

Job description

Description

The Human Resources Operations Coordinator supports a broad range of HR programs and operational functions that contribute to a positive associate experience. This role assists with talent management processes, HR systems administration, wellness and associate recognition initiatives, onboarding/offboarding, and associate communications. The position partners closely with vendors to ensure programs and processes are executed in alignment with AD’s culture. The ideal candidate is highly detail-oriented, service-focused, and committed to delivering exceptional quality and consistency in all aspects of their work, with the ability to manage multiple priorities while maintaining confidentiality and providing outstanding internal support.

Primary Responsibilities:

Talent Management

1. Maintain and optimize the relationship with talent management system (ChartHop), building custom pages, forms, and fields based on business needs and addressing system issues.
2. Complete system setup, monitoring, and follow-up for talent reviews, individual development plans (IDPs), and management by objectives (MBOs).
3. Develop and distribute clear communication and instructions for associates.
4. Manage the approval process and ensure creation/storage of required executive summaries and documents.

Benefits & Wellness

1. Plan and execute a benefits spotlight series to highlight key offerings and updates.
2. Develop and execute an annual wellness learning and activities calendar, including biometric screenings/vaccinations and challenges, promoting holistic associate wellness.
3. Manage eligibility and wellness platform vendor (Vitality) relationship.
4. Monitor wellness program participation and vendor performance to support engagement, plan discounts, and program success.

Associate Recognition & Engagement

1. Manage the service award vendor (Terryberry) relationship, including uploading eligibility files, coordinating invoice processing, and addressing service issues.
2. Promote recognition program adoption through regular reporting to people managers.
3. Provide support to managers regarding form collection and distribution processes.
4. Facilitate engagement survey setup (Energage) and reporting.
5. Conduct weekly Fundamental reporting, posting, and gift card disbursement. Audit and revamp associate, departmental and managerial set up.

Offboarding & Onboarding

1. Manage the offboarding checklist and ensure all steps are completed.
2. Draft benefits, pay, and equipment separation letters and act as main point of contact for exiting associates.
3. Serve as liaison for IT offboarding processes.

Record & Process Maintenance

1. Oversee organizational chart software (OrgChart), including setup of custom scenarios/fields and ensuring accurate data integration with Paylocity. Maintain and distribute updated organizational charts on a monthly basis.
2. Create and maintain documentation to support personnel changes, ensuring accurate storage and organization.
3. Develop and update HR processes and procedures.
4. Maintain HR folders, associate records, and email groups (e.g., Outlook and ChartHop).
5. Monitor and respond to queries in the HR email inbox.

Front Desk & Facilities Support

1. Provide front desk and phone coverage on a rotational schedule and as needed to support the Office Assistant. Serve as backup for stocking, cleaning, and maintenance requests.
2. Assist in updating and maintaining phone lists, email lists, etc. as needed.
3. Create and update monthly birthday, service anniversary, and promotion slides for office display.

Perform all other tasks, duties and responsibilities as directed. This may also include ad-hoc projects, as assigned.

Requirements

1. Demonstrates exceptional attention to detail and a strong commitment to producing high-quality work.
2. Ability to work with a high degree of confidentiality.
3. Strong customer focus and responds with a high sense of urgency, professionalism, and accountability.
4. Exhibits excellent written and verbal communication skills with the ability to communicate clearly and effectively across all levels of the organization.
5. Effectively manages multiple priorities and competing deadlines while maintaining accuracy and efficiency.
6. Possesses strong organizational, follow-up, and analytical skills with the ability to manage tasks proactively and thoroughly.
7. Demonstrates comprehensive research and project management abilities with strong attention to planning, execution, and follow-through.
8. Applies strong problem-solving and critical-thinking skills to identify issues, evaluate solutions, and drive effective outcomes.

Qualifications:

1. Bachelor’s degree in Human Resources, Business Administration/Management, or related field preferred. Relevant work experience may substitute for formal education.
2. At least 1 year of relevant human resources experience (including internships).
3. Proficient in Microsoft Office: Outlook, Excel (formatting, data sorting, formulas), Word, and PowerPoint.
4. Experience with HR systems preferred.

Additional Comments:

1. This position is based in Wayne, PA Tuesday through Thursday and remote Monday and Friday with standard business hours of 8:00 a.m. – 5:00 p.m.
2. Occasional local travel, with the possibility of infrequent air travel.

AD is proud to be an equal employment opportunity employer. Qualified candidates are considered for employment without regard to race, religion, gender, gender identity, sexual orientation, national origin, age, military or veteran status, disability, or any other characteristic protected by applicable law. At AD, we support a collaborative and inclusive environment. We value open participation from individuals with different ideas, experiences, and perspectives which we believe makes AD a better place to work.