People & Culture Coordinator

Hotwire; San Francisco (CA); On-site; USD 60,000 - 78,000; Full time

Benefits offered by this job

Bonus opportunities

Benefits package

Job summary

Hotwire in San Francisco seeks a proactive People & Culture Coordinator to join our People & Culture team. You’ll support the full employee lifecycle, from day-to-day operations to onboarding and HRIS maintenance, ensuring a seamless employee experience.

The role emphasizes structured processes, meticulous attention to detail, and collaboration with stakeholders across the business. Effective communication and a proactive mindset are essential for success in our fast-paced environment.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• 1+ years of experience in a Human Resources, People Operations, or HR Coordinator role.
• Strong HR administration and employee lifecycle support experience.
• Experience working with HRIS platforms and a genuine interest in HR technology and systems.
• Interest or exposure to Learning & Development programs and initiatives.
• Experience preparing reports and analyzing HR data is a plus.
• Proficient in Microsoft Office Suite, with strong skills in Excel and PowerPoint.

Responsibilities

• Support the recruitment process by posting roles, scheduling interviews, preparing offers.
• Own weekly recruiting progress and system updates in SmartRecruiters.
• Assist in the creation of various forms, documents, spreadsheets and presentations.
• Help implement P&C initiatives and projects.
• Identify and provide recommendations to improve culture and business operations.
• Coordinate new hires and contractors pre-boarding activities and onboarding schedule.
• Manage the learning and development schedule and P&C calendar as needed.
• Assist with policy updates and regular handbook updates.
• Maintain employee personnel files in company HRIS.
• Assist in all employee lifecycle processes from new hire documentation and onboarding through to termination.
• Communicate employee changes to the US Finance team and support with payroll updates, contract addendums, new hires, exits etc.
• Collaborate with the global P&C team on monthly reporting, events, etc.
• Utilize people admin systems (Rippling, Salesforce, Adobe Sign, SmartRecruiters, Egnyte), and pull data for reporting as needed.
• Communicate with outside vendors such as Checkr, HireRight, etc. as needed.
• Ensure all Company Holidays and PTO requests are up to date in Strategic Time Planner weekly.
• Own all background checks and audit requests.
• Own all 401k administration and transfers through Fidelity.
• Manage the P&C alias inbox, ensuring quick response times and elevate problems as needed.
• Communicate various employee issues to P&C Business Partners

Skills

HR Admin

HRIS

Reporting

Excel

PowerPoint

Interpersonal Skills

Education

Bachelor's degree in HR or related field

Tools

SmartRecruiters

Rippling

Salesforce

Adobe Sign

Egnyte

Checkr

HireRight

Fidelity

Job description

We are the global communications and marketing consultancy that powers the world's most innovative tech brands. We are a group of expert communicators who are fanatical about tech and are here to help businesses ignite their possibilities. Our local experience and global scale allow us to deliver bold but pragmatic comms guidance to tech companies all over the world.

When you work with us, we connect and support you in a way that allows you to achieve limitless success and career growth. We are curious, ambitious and connected, but most of all we are one team working together to be the global alternative.

It’s all about tech

We're fanatical about technology. Our tech understanding, experience, and network help spark audience curiosity across all aspects of communications, branding and digital marketing. At Hotwire, we aim to be the best consultancy our clients and our people will ever work with. At the heart of this ambition is our belief that you can achieve limitless success when working with Hotwire. We build this belief on three core pillars:

• We build our business with you Together, we work with you to ignite possibility. We do so by creating an environment that drives careers, provides the best employee experiences and builds expertise to shape the world we live in. It's our mission to be the most inspiring consultancy you'll ever work with.
• We are connected in every sense Our global network brings together different cultures from our global offices, top minds, ideas, and expertise worldwide. Our teams deliver bold but pragmatic integrated comms guidance as one consistent team.
• We offer a different sort of consultancy experience Our campaigns are data-driven and created for impact. Our insight-led thinking and strategic know-how allows us to create work that makes people sit up and take action. And we have fun doing it.

We're looking for a proactive and highly organised People & Culture Coordinator to join our People & Culture team. This is a fantastic opportunity for someone who thrives in a fast-paced environment, enjoys bringing structure to busy workloads, and takes pride in delivering exceptional work.

As a key member of the team, you'll support a broad range of People & Culture initiatives and day-to-day operations, helping to create a seamless employee experience across the business. You'll be someone who loves staying organised, has exceptional attention to detail, and enjoys seeing projects through from start to finish.

You'll be confident working autonomously while collaborating with stakeholders across the business. Trusted with sensitive information, you'll demonstrate professionalism, discretion and integrity at all times. You're a natural relationship builder who communicates well, takes initiative, and is always looking for ways to improve processes and contribute to the team's success.

Most importantly, you're curious, eager to learn, and excited to take on new challenges. You enjoy being part of a collaborative, people-focused culture where no two days are the same.

If you're passionate about people, thrive on organisation, and are looking to build your career within a supportive and energetic team, we'd love to hear from you.

Responsibilities include supporting the full employee lifecycle from day-to-day P&C Operations:

• Support the recruitment process by posting roles, scheduling interviews, preparing offers
• Own weekly recruiting progress and system updates in Smartrecruiters
• Assist in the creation of various forms, documents, spreadsheets and presentations
• Help implement P&C initiatives and projects
• Identify and provide recommendations to improve culture and business operations
• Coordinate new hires and contractors pre-boarding activities and onboarding schedule
• Manage the learning and development schedule and P&C calendar as needed
• Assist with policy updates and regular handbook updates
• Maintain employee personnel files in company HRIS
• Assist in all employee lifecycle processes from new hire documentation and onboarding through to termination
• Communicate employee changes to the US Finance team and support with various crossover items such as payroll updates, contract addendums, new hires, exits etc.
• Collaborate with the global P&C team on various initiatives including monthly reporting, events, etc.
• Utilize people admin systems (Rippling, Salesforce, Adobe Sign, Smartrecruiters, Egnyte), and pull data for reporting as needed
• Communicate with outside vendors such as Checkr, HireRight, etc. as needed
• Ensure all Company Holidays and PTO requests are up to date in Strategic Time Planner weekly
• Own all background checks and audit requests
• Own all 401k administration and transfers through Fidelity
• Manage the P&C alias inbox, ensuring quick response times and elevate problems as needed
• Communicate various employee issues to P&C Business Partners

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• 1+ years of experience in a Human Resources, People Operations, or HR Coordinator role.
• Strong HR administration and employee lifecycle support experience.
• Experience working with HRIS platforms and a genuine interest in HR technology and systems.
• Interest or exposure to Learning & Development programs and initiatives.
• Experience preparing reports and analyzing HR data is a plus.
• Proficient in Microsoft Office Suite, with strong skills in Excel and PowerPoint.

Skills & Attributes

• Exceptional attention to detail and strong organizational skills.
• Positive, proactive, and solutions-oriented mindset.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to build strong relationships and communicate effectively with employees and stakeholders at all levels.
• Confident adapting communication and influencing style to suit different audiences.
• Passion for creating a positive employee experience and supporting professional growth and development.
• Energetic, collaborative, and eager to contribute to a high-performing team.
• Comfortable managing multiple priorities in a fast-paced, dynamic environment.
• Strong sense of accountability, integrity, and commitment to delivering high-quality work and HR best practices

Additional Information

You’ll Bring:

• At least one prior internship experience.
• Outstanding organizational and time management skills.
• Exceptional attention to detail.
• Strong verbal and written communication skills – having an opinion is a must!
• Proficiency with general office tools and platforms such as the Microsoft Suite, Slack, and media tools.
• Ability to adapt quickly to new technologies and industry trends.
• Proactive problem-solving skills and a creative mindset.
• Strong teamwork and collaboration abilities.
• A passion for continuous learning and professional development.
• Skills in managing competing priorities and knowing how to execute and prioritize tasks effectively.

Comensation range $60-78k

The range listed is just one component of Hotwire’s total compensation package for employees, which includes bonus opportunities and a variety of benefits mentioned above. Hotwire takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected work to be performed, required travel (if any), external market and internal value, and internal pay alignment when determining the salary level for potential new employees. A potential new employee’s salary history will not be used in compensation decisions.

Hotwire is an equal opportunity employer. We are committed to fostering an inclusive, equitable, and respectful workplace where everyone can be limitless. We welcome applications from all backgrounds and do not discriminate on the basis of race, gender, disability, age, sexual orientation, religion, or any other protected characteristic. In line with UK employment law and our global DEIB values, we actively promote fair treatment and equal access to opportunities for all