HR Coordinator / HR Assistant Job Description Template

Maintain HR records and data: Accurately update and file employee information (both digital HRIS and paper files), including personal details, job status changes, and performance or leave records, while safeguarding confidentiality. Conduct regular audits of records (e.g. I-9 forms, PTO balances) to correct errors and ensure compliance.

Coordinate recruitment activities: Assist in the hiring process by drafting or posting job ads, screening application materials, scheduling interviews, and communicating with candidates on logistics and status updates. May conduct initial phone screens or reference checks and ensure background checks are initiated for finalists.

Facilitate onboarding for new hires: Prepare offer letters and new hire packets, collect completed paperwork (tax forms, work authorization, etc.), set up IT/system accounts in coordination with IT, and schedule orientation or training sessions for each new employee. On the start date, conduct or support new hire orientation to introduce company policies, benefits, and team members.

Support offboarding and records closure: When an employee leaves, ensure required steps are taken process resignation or termination paperwork, disable building/system access on their last day, collect company property (e.g. laptop, ID badge), and update records for exit (final paycheck coordination, benefits COBRA info, etc.). Maintain documentation of the separation process.

Assist with benefits and payroll administration: Help employees with routine benefits questions and enrollment forms (health insurance, 401k, etc.), and liaise with payroll for timekeeping or pay changes. For example, verify timesheets or PTO requests before payroll cut-off, and ensure new hires or status changes (promotions, raises) are correctly reported to the payroll system.

Handle employee HR inquiries and communications: Serve as a first point of contact for staff questions on HR policies, procedures, or programs. Provide courteous, accurate information or guidance (e.g. explaining how to request leave or clarifying a policy) and escalate complex issues (such as serious complaints or accommodations requests) to the HR manager or appropriate senior staff.

Ensure compliance with HR policies and regulations: Follow HR guidelines and checklists to make sure processes meet legal and company requirements (e.g. completing I-9 verification within required time, posting mandatory labor law posters, adhering to data privacy rules). Keep current with basic federal HR regulations (EEO, overtime rules, etc.) and notify HR leadership if any compliance issue arises.

General HR administrative support: Perform miscellaneous HR duties such as drafting HR documents and emails, maintaining the HR calendar (for performance review cycles, training sessions, etc.), organizing employee files or HR project materials, and participating in HR initiatives or company events. This can include scheduling training sessions, assisting with employee engagement activities (like a wellness event or holiday party), and preparing simple reports or presentations on HR metrics as needed.

-HRIS and ATS proficiency: Able to learn and use human resources information systems and applicant tracking systems to enter data, track candidates, and pull reports. Experience with common SMB HR software (e.g. BambooHR, Namely) or recruiting platforms (LinkedIn, Indeed) is a plus. -Office software (Microsoft 365/Google Workspace): Proficient with spreadsheets (Excel/Google Sheets) for tracking data and generating simple reports, word processing (Word/Google Docs) for formal letters and policies, and email/calendar apps (Outlook/Gmail) for communication and scheduling. Can create basic presentations (PowerPoint/Slides) for orientations or training as needed. -Recruiting & onboarding process knowledge: Understands the steps in hiring and onboarding from drafting job descriptions and screening resumes to coordinating interviews, collecting new hire forms, and conducting orientations. Knows the importance of background checks, reference checks, and new hire paperwork in compliance with company policy. -Basic HR policy and compliance knowledge: Familiar with fundamental HR laws and practices (e.g. nondiscrimination and EEO basics, overtime and break rules, privacy of employee data) and able to interpret company HR policies to ensure procedures align with them. Knows, for example, that interview questions must avoid protected characteristics, and maintains awareness of recordkeeping requirements and confidentiality standards. -Records management & data accuracy: Skilled in maintaining organized personnel records (both physical and electronic) and updating data with a high degree of accuracy. Can compile data for reports (headcount, turnover, etc.) and verify that the information is consistent across documents. Attentive to catching and correcting errors in forms or data entries (e.g. typos in a Social Security number, mismatched dates). -Basic payroll and benefits administration: Understands common payroll concepts (hourly vs salary, overtime calculations) and benefits processes. For instance, knows how an employee would enroll in health insurance or how PTO accruals work, and can assist in collecting and forwarding relevant information to payroll or benefits providers. While not a payroll specialist, can do preliminary calculations or verifications (like pro-rating a salary or checking a timecard) and recognize when to involve specialists for complex issues.

-Scheduling and coordination: Excellent at managing calendars and coordinating logistics. Can schedule multiple interviews or meetings without conflicts, manage invites (via Outlook/Google Calendar), and organize events like training sessions efficiently. This includes juggling multiple schedules, booking conference rooms or video calls, and sending timely reminders. -Professional written communication: Able to draft clear, concise, and grammatically correct emails, memos, and basic HR announcements. Can tailor communication tone appropriately for example, writing a friendly welcome email to a new hire versus a formal reminder about policy compliance. (This skill overlaps with soft skills but is a critical functional ability for HR documentation and correspondence.)

-Communication and listening: Excellent verbal and written communication skills to interact effectively with employees at all levels. Can explain HR information in a patient, professional manner and listen empathetically to employee concerns or questions. Able to adjust communication style between formal policy communications and casual day-to-day conversations. -Organization and time management: Highly organized in managing tasks, files, and deadlines. Able to prioritize a variety of responsibilities for example, handling an urgent interview scheduling while keeping up with daily data entry without letting details slip. Uses to-do lists, calendars, or other tools to ensure nothing is overlooked, and can juggle multiple tasks (multitasking) in a structured way. -Attention to detail: Meticulous and detail-oriented in all work. Catches small errors (typos, numerical mistakes) in documents and recognizes discrepancies in data. This level of accuracy is essential for HR tasks like ensuring forms are completed correctly or salaries are entered without mistakes. -Discretion and trustworthiness: Demonstrates high integrity and respect for confidentiality. Handles sensitive information (such as personal employee data, salary info, or confidential complaints) with care and does not disclose it inappropriately. Colleagues and managers can trust this person to maintain professionalism and ethical standards at all times. -Empathy and customer service orientation: Approachable and people-oriented, with genuine care for helping others. Treats employees questions or issues with empathy and patience, providing good internal customer service to colleagues seeking HR assistance. Able to stay calm and supportive when employees are upset or confused, working to resolve their issues effectively. -Adaptability and calm under pressure: Flexible and able to adapt when priorities or circumstances change. In an SMB, needs can shift quickly this person can switch from one task to another and handle interruptions or urgent requests without frustration. Maintains composure and problem-solving ability during peak times (like open enrollment or hiring surges) and handles stress in a positive manner. -Teamwork and collaboration: Works well as part of a team and is willing to assist colleagues. Cooperative attitude towards working with other departments (e.g. coordinating with IT for new hire setup, or with Finance for payroll issues). Shares information openly with the HR team and contributes to a supportive team environment, rather than saying thats not my job. -Problem-solving and initiative: Uses critical thinking to handle minor issues independently. For example, if an onboarding hiccup occurs (like a missing ID badge), they take initiative to find a quick solution rather than waiting for instructions. Knows when to escalate bigger problems, but tries to resolve what they can. Approaches challenges with a lets find a way attitude and brings suggestions for improving HR processes when appropriate.