HR Project Coordinator

PTS Advance; Brentwood (TN); On-site; USD 52,000 - 76,000; Full time

Job summary

PTS Advance is seeking an HR Project Coordinator to partner with the Senior Director of HR Special Projects, driving organization and execution across strategic HR initiatives, ensuring documentation remains current and progress is visible.

The role coordinates HR process governance, tracks updates, supports governance meetings, and helps leaders stay organized and accountable without owning the content.

Qualifications

• Experience coordinating HR-related governance and documentation.
• Ability to track progress across multiple initiatives and stakeholders.
• Strong written and oral communication for leadership updates.
• Comfort with organizing information, version control, and formatting.
• Proactive follow-up with stakeholders to meet timelines.

Responsibilities

• Coordinate governance of HR policies, SOPs, and process documentation.
• Facilitate timely reviews and updates with process and policy owners.
• Track review cycles, revisions, approvals, and publication status.
• Follow up with stakeholders to ensure documentation updates are completed.
• Support owners by organizing information and maintaining version control.
• Maintain centralized repositories for HR documentation and governance.
• Identify gaps and coordinate with owners to update materials.
• Coordinate activities supporting strategic HR initiatives and cross-functional projects.
• Maintain project action logs, timelines, meeting notes, and follow-up items.
• Escalate risks or delays to project leadership when appropriate.
• Assist with planning meetings, documenting decisions, and tracking next steps.
• Consolidate updates into leadership-ready presentations and artifacts.

Skills

Project coordination

Governance

Documentation

Stakeholder management

Executive communication

Meeting facilitation

Progress tracking

Risk escalation

Process improvement

Tools

Version control

Presentation software

Job description

Position Summary

The HR Project Coordinator serves as a key operational partner to the Senior Director of HR Special Projects, helping drive organization, consistency, and execution across strategic HR initiatives. This role coordinates HR process and policy governance activities by ensuring documentation remains current, stakeholders complete required updates, and leadership has visibility into progress and outstanding actions.

The position serves as the operational hub for process and policy documentation. While the role may assist with formatting, organizing, and documenting information, accountability for the accuracy and content of policies and procedures remains with the designated business or process owner. The HR Program Coordinator partners with those owners to facilitate updates, maintain documentation standards, monitor progress, and ensure deliverables are completed on schedule.

This role is ideal for someone who enjoys bringing structure to complex work, excels at organizing information, and is comfortable following up with stakeholders to drive accountability across multiple initiatives. Although the position does not directly manage projects or own policy content, it plays a critical role in ensuring work moves forward and governance processes are consistently executed.

Process Documentation & Governance

• Coordinate the governance of HR policies, standard operating procedures (SOPs), and process documentation to ensure materials remain current, accurate, and properly maintained.
• Partner with designated process and policy owners to facilitate timely reviews and updates of documentation.
• Track documentation review cycles, outstanding revisions, approvals, and publication status.
• Proactively follow up with stakeholders to ensure required documentation updates and approvals are completed according to established timelines.
• Support process and policy owners by organizing information, formatting documentation, maintaining version control, and incorporating approved updates.
• Maintain centralized repositories for HR documentation and ensure established governance standards are consistently followed.
• Identify documentation gaps and coordinate with business owners to address missing or outdated materials.

Project Coordination

• Coordinate activities supporting strategic HR initiatives and cross-functional projects.
• Maintain project action logs, timelines, meeting notes, and follow-up items.
• Serve as the central point for tracking commitments, monitoring deadlines, and ensuring action items are completed.
• Regularly engage project stakeholders to obtain updates, resolve outstanding items, and maintain project momentum.
• Escalate risks, delays, or unresolved issues to project leadership when appropriate.
• Assist with planning meetings, documenting decisions, and tracking agreed-upon next steps.

Executive & Business Operations Support

• Consolidate updates from multiple stakeholders into concise, leadership-ready presentations.
• Maintain documentation repositories and project artifacts to support operational governance.
• Coordinate recurring governance meetings, capture key decisions, and track follow-up actions through completion.
• Support continuous improvement efforts by identifying opportunities to streamline documentation, governance, and operational processes.

Success in this Role

A successful HR Program Coordinator will:

• Ensure HR process and policy documentation is consistently reviewed, updated, and maintained through effective coordination with business owners.
• Keep strategic HR initiatives moving by tracking commitments, following up on deliverables, and maintaining visibility into project progress.
• Build trusted partnerships across the HR organization by helping leaders stay organized and accountable for their commitments.
• Produce professional executive communications and status updates that accurately reflect project progress and outstanding actions.
• Serve as the operational "glue" that connects people, processes, and priorities-bringing structure, consistency, and accountability without owning the underlying business content.

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