Position Summary

Hybrid-San Carlos or Pleasanton Office

The HR Operations Coordinator supports day-to-day HR operations, with primary responsibility for onboarding and offboarding temporary employees. Reporting to the Manager, HR Operations, this role processes personnel transactions, responds to employee inquiries, and coordinates with internal partners.

The Coordinator also supports the HR Operations Analyst with HRIS administration, reporting, system testing, process improvements, and special projects.

Primary Responsibilities

Temporary Employee Onboarding & Offboarding

• Coordinate onboarding for temporary employees, including required documentation, system setup, and new hire orientation.
• Partner with staffing agencies, IT, and other stakeholders to complete onboarding requirements and meet start dates.
• Coordinate offboarding at the end of temporary assignments, including personnel transactions, notifications, and documentation.
• Support completion of Form I-9 and employment eligibility verification requirements.
• Collect and track required education and certification documentation from new and current temporary employees.
• Assist with consultant onboarding and offboarding as assigned.

Personnel Records & HRIS Administration

• Maintain accurate and complete personnel records in Workday, Allworks, and other applicable systems, following record retention requirements.
• Process approved changes to compensation, department, manager, work location, shift, and other employment information.
• Create and update job codes and related system records according to established procedures and approvals.
• Support bulk data changes through Enterprise Interface Builder (EIB) uploads, including preparing files, validating data, reviewing results, and retaining supporting documentation.

HRIS & Process Support

• Assist the HR Operations Analyst with testing and implementing HRIS updates, workflows, and new processes.
• Troubleshoot routine system issues, document findings and resolutions, and escalate issues as needed.
• Develop process documentation and job aids, and assist with training HR Coordinators on system transactions and updated processes.
• Identify opportunities to improve operational efficiency and the employee experience.
• Support new operational initiatives, including international employee onboarding processes, as assigned.

Reporting & Data Quality

• Run, validate, and distribute recurring and ad hoc HRIS reports.
• Perform monthly data audits, investigate discrepancies, identify root causes, and coordinate corrections through resolution.
• Collect and summarize data to support HR programs, compliance activities, and operational decisions.

Employee Support & Communications

• Respond to temporary employee and stakeholder inquiries through the HR ticketing system and other channels, documenting actions and escalating issues as needed.
• Prepare and distribute approved communications, including compensation and assignment-end letters.
• Respond to employment verification requests.

HR Programs & Special Projects

• Assist the HR Operations Analyst with implementing and administering HR programs.
• Support special projects by clarifying requirements, tracking deadlines, conducting research, and organizing information.
• Communicate project status, outstanding items, and potential delays, coordinating with internal partners to complete assigned work.
• Perform other duties as assigned.

Compliance & Confidentiality

• Follow company policies, established procedures, and applicable federal, state, and local requirements.
• Support compliance audits by gathering documentation and assisting with corrective actions.
• Protect confidential employee and business information.
• Escalate compliance questions and exceptions to the appropriate HR partner.

Qualifications

• High school diploma or equivalent required; bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• Minimum of two years of relevant HR experience, including onboarding, personnel records, or HR operations.
• Experience processing transactions and maintaining data in an HRIS required; Workday experience preferred.
• Experience supporting temporary employees, consultants, or staffing agency relationships preferred.
• Experience with HRIS reporting, data audits, system testing, or bulk data uploads preferred.

Knowledge, Skills & Abilities

• Strong attention to detail and commitment to accurate, timely work.
• Ability to manage competing priorities, meet deadlines, and follow through on outstanding items.
• Sound judgment in recognizing exceptions and determining when to escalate issues.
• Strong research and problem-solving skills.
• Clear, professional written and verbal communication.
• Ability to work independently and collaboratively with employees, managers, and cross-functional partners.
• Proficiency with Microsoft Excel, including sorting, filtering, and basic formulas.
• Familiarity with Allworks and HR ticketing systems preferred.
• Working knowledge of employment eligibility verification and personnel recordkeeping requirements.
• Ability to learn new systems and explain processes clearly to others.