Human Resources Coordinator

IBTS - Institute for Building Technology and Safety; Ashburn (VA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

Medical, Prescription, Dental, Vision

Paid Holidays & PTO

Job summary

IBTS, the Institute for Building Technology and Safety, seeks an in-office HR Coordinator in Ashburn, VA. You will support onboarding, wellness initiatives, and HR administration across locations, reporting to the Senior HR Generalist.

You will coordinate new-hire onboarding, wellness events, benefits assistance, HRIS updates, and payroll-related tasks while handling confidential information and meeting deadlines in a fast-paced environment.

Qualifications

• Minimum 3 years of HR experience in a related role.
• Associate’s or higher in HR/Business; or Bachelor’s with relevant experience.
• Strong organization and communication skills; ability to handle confidential information.

Responsibilities

• Coordinate onboarding processes, wellness events, and recruitment activities.
• Provide HR admin support including benefits, performance management, and reporting.
• Maintain HR records, assist with HRIS updates, and prepare reports.
• Support HR projects, manage calendars, and handle supplier/vendor coordination.

Skills

Organization

Communication

Discretion

Independent work

Adaptability

MS Office

HRIS

HR systems

Co-Pilot/ChatGPT

Multitasking

Education

3+ years HR experience

Associate’s degree + 2 years HR/admin

Bachelor’s degree + 1 year HR/admin

Tools

HRIS

iCIMS

Microsoft 365

Co-Pilot

ChatGPT

Job description

We are seeking a high energy, enthusiastic, go-getter who excels in a fast-paced, high-volume environment. The ideal candidate for this great opportunity will have the right experience, a can-do attitude, matching core values, and be a strong team player with great interpersonal skills.

The HR Coordinator is a member of the Headquarters Human Resources team, which supports employees across more than 20 geographic locations. This position provides day-to-day coordination and administration, with a primary focus on new-hire onboarding, quarterly employee wellness initiatives, and various other HR administrative support. The HR Coordinator assists with HR records, systems, reporting, purchasing, and team projects.

The successful candidate will be highly organized, detail-oriented, responsive, and able to handle confidential information while managing changing priorities in a busy office environment.

This is an in-office position, Monday through Friday, in our Headquarters office in Ashburn, VA. This position will report to the Senior HR Generalist.

Responsibilities Include But Are Not Limited To The Following

Onboarding, Wellness, and Recruitment

• Coordinate new-hire onboarding processes, including schedules, communications, required documentation, orientation logistics, and follow-up with new hires and internal partners. Track completion and elevate outstanding items.
• Assist in coordination of quarterly employee wellness events and initiatives, including planning timelines, communications, registrations, materials, vendor coordination, and participation tracking.
• Provide senior-level administrative support for other HR activities such as benefits, performance management, professional development and recruiting.
• Coordinate logistics and communications for employee engagement activities and recognition programs.

HR Operations and Project Support

• Prepare, process, and maintain accurate HR documentation and personnel files in accordance with organizational policies, record retention requirements, and confidentiality practices.
• Assist with routine HRIS and applicant tracking system updates, data checks, and user support within assigned access and responsibilities.
• Prepare recurring and ad hoc HR reports and check assigned data for accuracy.
• Assist with gathering documentation for internal audits, compliance reviews, and regulatory reporting.
• Coordinate purchases of onboarding materials, wellness and recognition items, HR supplies, and company-branded merchandise. Track purchases, maintain inventory and budget documentation, and verify invoices and supporting materials before processing.
• Maintain HR calendars and coordinate meetings, training registrations, benefit events, and other HR activities, including scheduling, communications, materials, and logistics.
• Support assigned HR projects and follow through on tasks, timelines, and deliverables.
• Respond professionally to employees, managers, and external contacts, referring questions and issues to the appropriate HR team member when needed.

Qualifications

Education and Experience

Candidates Must Meet One Of The Following

• At minimum of three years of directly related, progressively responsible HR experience.
• Associate’s degree in Human Resources, Business Administration, or a related field, plus at least two years of relevant administrative, HR, or business support experience;
• Bachelor’s degree in Human Resources, Business Administration, or a related field, plus at least one year of relevant administrative, HR, or business support experience

Required Skills And Abilities

• Strong organization, attention to detail, and ability to successfully manage multiple assignments and deadlines.
• Clear written and verbal communication skills and a strong customer service orientation.
• Sound judgment and ability to handle sensitive information with discretion and protect to ensure confidentiality.
• Ability to work independently on assigned tasks, follow through reliably, and collaborate with employees and managers appropriately.
• Ability to effectively and timely adapt to changing priorities, identify discrepancies, and seek guidance or accelerate issues when appropriate.
• Proficiency with technology, in particular with Microsoft Word, Excel, Outlook, PowerPoint, and Teams. Experience with Co-Pilot and/or ChatGPT a strong plus.
• Ability to quickly learn and effectively use various HR systems/platforms and other software applications. Proficiency in HRIS or HR-related platforms is a strong plus.

Preferred Qualifications

• Experience supporting onboarding, employee wellness, recruitment, or engagement activities.
• Experience using an HRIS or applicant tracking system. Experience with iCIMS is a strong plus.
• Experience preparing reports, maintaining HR data, and/or supporting HR compliance activities.
• Experience coordinating projects, meetings, and/or organizational events.
• Experience supporting benefits administration and/or Open Enrollment.
• Interest in continued HR professional development and/or certification.

What Matters At IBTS

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Reliable/Dependable

The Pay Range for this position is $30.00 to $35.00/hour, commensurate with experience and qualifications.

This position is eligible for benefits, which includes, but is not limited to, medical, prescription, dental, vision, ancillary coverage plans, FSA, Group Term Life Insurance, AD&D, Paid Holidays, and Paid Time Off.

Physical Demands

This position primarily involves desk-based work in an office environment. Typical physical demands include:

• Remaining seated or stationary at a desk for extended periods, with opportunities to change position.
• Frequently using a laptop or computer, keyboard, mouse, headset, phone, and other standard office equipment.
• Reviewing information on computer screens and in printed documents.
• Communicating and exchanging information in person, by phone, and through virtual meetings.
• Occasionally standing, walking, bending, and reaching to access files, supplies, and equipment.
• Occasionally lifting and carrying materials weighing up to 30 pounds, such as boxes of office supplies, files, or event materials.

The essential functions of this position may be performed with or without reasonable accommodation.

Company Overview

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.