Human Resources Coordinator

Ruoff-Mortgage; Fort Wayne (IN); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

401(k) plan with company match

Paid time off

Job summary

Ruoff Mortgage in Fort Wayne, IN is seeking a Human Resources Coordinator to manage the new employee onboarding process from pre-hire through day one, ensuring requirements are completed accurately and on time. You will serve as a primary contact for candidates and new hires, guiding them through paperwork and orientation.

The role also provides administrative support to the HR team, maintains employee records, performs data entry, and helps with day-to-day HR processes to keep operations

Qualifications

• Associate degree preferred; high school diploma with 2+ years of related experience required.
• Proficient with Microsoft Office (Word, Excel, PowerPoint).
• Industry-standard HR training required.

Responsibilities

• Assist HR team with administrative tasks and maintain accurate employee records.
• Process employee status changes and update Paylocity system.
• Perform accurate data entry and maintain confidentiality.
• Coordinate onboarding tasks and new hire orientations.
• Serve as primary contact for candidates through pre-hire to start.
• Monitor HR documents, prepare reports, and support day-to-day processes.

Skills

Verbal and written communication

Interpersonal and customer service

Organization and detail-orientation

HR principles and procedures

Time management

Stress management in fast-paced env

Microsoft Office proficiency

Education

Associate degree preferred

High school diploma + 2+ years experience

Industry-standard HR training

Tools

Microsoft Office Suite

Job description

Description

Position Summary

The Human Resources Coordinator plays a key role in managing and coordinating the new employee onboarding process, serving as a primary point of contact from pre-hire through the employee’s first days with the organization. The Human Resources Coordinator ensures onboarding requirements are completed accurately and timely, coordinates new employee orientations, and provides clear communication and support throughout the process to create a welcoming and positive new hire experience. In addition to onboarding responsibilities, the Human Resources Coordinator provides administrative support to the HR team, including maintaining accurate employee records, completing data entry, managing documentation and files, and assisting with various day-to-day HR processes. This role contributes to the overall accuracy, organization, and efficiency of HR operations while supporting a positive experience for both new and existing employees.

Essential Responsibilities

• Assist the HR team with administrative tasks, including filing, organizing documents, and maintaining accurate employee records.
• Process employee status change forms and ensure updates are accurately reflected in the Paylocity system.
• Perform data entry with a high level of accuracy, attention to detail, and timeliness.
• Support the maintenance and organization of personnel files while ensuring compliance with company policies and confidentiality standards.
• Assist with tracking and updating employee information, including maintaining organizational charts and the employee directory.
• Audit HR files and systems to ensure data accuracy, integrity, and compliance with company policies.
• Prepare, organize, and maintain HR documents, including reports, forms, templates, and other materials.
• Assist with onboarding new employees, including coordinating onboarding tasks, providing guidance on required paperwork, and ensuring new hire requirements are completed in a timely manner.
• Coordinate new employee orientations and office tours to ensure a smooth, welcoming transition into the organization.
• Conduct benefits presentations for new employees and provide an overview of available benefit programs, enrollment processes, and related information.
• Serve as the primary point of contact for job candidates throughout the pre-hire process, coordinating and communicating requirements such as background checks, I‑9 verification, and other pre‑employment requirements.
• Manage a high volume of onboarding activities with consistency, accuracy, and strong attention to detail.
• Communicate with candidates and hiring managers regarding start date changes, onboarding requirements, and submission of required paperwork.
• Serve as a key point of contact between candidates and hiring managers to facilitate a smooth and positive new team member experience.
• Identify opportunities to streamline and improve onboarding processes.
• Provide general administrative support to the HR team as needed, including responding to internal requests for information or documentation.
• Monitor the HR email inbox and respond to inquiries or route messages to the appropriate team member in a timely and professional manner.
• Maintain and monitor HR-related spreadsheets, ensuring information is accurate, organized, and up to date.

Knowledge, Skills and Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Working understanding of human resource principles, practices and procedures.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high‑paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Supervisory Responsibilities

Reporting to this position: No direct reports

Experience and Training

• Associate’s degree preferred. High school diploma with a minimum of two years of related experience and/or training, or an equivalent combination of education and experience, required.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint.
• Must complete and maintain industry‑standard training in accordance with company policies.

Physical Demands and Work Environment

Physical Demands:

• Mostly sedentary, however, while performing the duties of this job, the employee is occasionally required to walk; reach with hands and arms; and stoop.
• Extensive reading and computer use is expected to be more than 90% of the time. Receiving and expressing detailed information verbally and by telephone is essential. Must be able to verbally communicate effectively with others.
• Occasionally lift and/or move up to fifteen pounds.
• Regular attendance is necessary and essential to this position.

Work Environment:

• Professional atmosphere in a branch environment.
• Routinely uses office equipment such as computers, phones, photocopiers, filing cabinet and fax machine.

Job Dimensions

Internal Relationships: All internal staff

External Relationships: Job candidates, benefit providers

Why is Ruoff Mortgage the right career choice?

• At Ruoff Mortgage, we truly believe that where you work and loving your job matters, so you will receive all the vital resources necessary for your career to take off! Our team is focused on helping our clients achieve their home borrowing goals while providing our employees with a rewarding, professional experience, and a friendly team-oriented work environment.

We offer a comprehensive Ruoff Total Rewards benefits package designed to support the well-being and success of our employees.

• Health & Wellness: Enjoy comprehensive health insurance plans, including medical, dental, and vision coverage, to keep you and your family healthy.
• Retirement Savings: Take advantage of a 401(k) plan with company match to help you plan for your future.
• Paid Time Off: Benefit from paid vacation, holidays, and sick leave to ensure you maintain a healthy work‑life balance.
• Professional Development: We support your growth with training, education, and opportunities for career advancement.
• Employee Assistance Program (EAP): Access confidential counseling and support services for personal or professional challenges.

We’re committed to providing our employees with the tools and resources they need to thrive both personally and professionally.

Ruoff Mortgage reserves the right to modify, interpret, or apply this job description in any manner the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At Will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities. While we thank all candidates for your interest in our company, only those selected for interviews will be contacted. Ruoff Mortgage is an equal opportunity employer.