HR Coordinator in Indianapolis, Indiana at Malibu Wellness Inc
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Job Description
Job Title: Human Resources Coordinator Classification: Hourly Non-Exempt
Reports to: Executive Human Resources Manager Job Type: Full-Time
Department: Human Resources Effective Date: 07/27/2026
Job Summary:
The HR Coordinator supports the daily operations of the Human Resources department by coordinating recruitment activities, onboarding, benefits administration personnel records, training documentation, payroll support, employee communications, compliance tracking, and employee engagement initiatives. This role helps ensure HR processes are accurate, timely, confidential, and aligned with company policies, The Malibu Way, and applicable employment requirements.
Supervisory Responsibilities: None
Duties/Responsibilities:
- Post job openings, screen candidates, and coordinate interviews with corresponding team members/hiring managers.
- Conduct all background checks.
- Coordinate all onboarding documentation as well as prepping office space, assigning locker as needed and coordinating all IT needs with the IT Department.
- Support HR communication with leadership regarding attendance, staffing, onboarding, training, and documentation needs.
- Coordinate HR-related items connected to GMP, Safety, ISO, and required workplace training.
- Advocate ESOP awareness.
- Communicate with outside staffing agencies day-to-day needs regarding temporary employees.
- Provide weekly timesheet totals for temporary employees to staffing partners.
- Responsible for accurately maintaining all personnel files.
- Maintain accurate employee data in HRIS/payroll systems.
- Update employee records, job changes, supervisor changes, and status changes as directed.
- Prepare routine HR reports and trackers for review.
- Monitor data accuracy and escalate discrepancies.
- Ensure all Independent Contractor required paperwork is obtained and conduct a semi-annual audit with the Global Education & Customer Care Administrator.
- Maintain required HR records, acknowledgments, and compliance documentation.
- Track completion of required company training and notify appropriate leaders of outstanding items.
- Support the preparation and organization of employee relations documentation as directed.
- Ensure employee job descriptions are up to date.
- Ensure shoe reimbursement tracker is kept up to date.
- Mail employee cards out each month for birthdays and anniversaries as well as entering all time off requests onto company calendar.
- Support employee engagement initiatives, ESOP communications, wellness activities, recognition programs, and company events.
- Responsible for HR aspects of bi-weekly payroll, such as ensuring timecard accuracy, PTO usage, and communicating with the Accounting Department on key HR updates.
- Communicate organization chart changes to IT Department.
- Assist with special projects upon request from supervisor or an Executive Officer of the organization.
- Help reinforce The Malibu Way through timely, respectful, and employee-centered communication.
- Maintain confidentiality and escalate sensitive matters to the Executive HR Manager.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Required Skills/Abilities:
- High level of discretion and sound judgment.
- Strong follow-through and ability to manage recurring deadlines.
- Comfort working with HRIS/payroll systems and confidential employee data.
- Ability to communicate clearly with employees at all levels.
- Ability to identify issues, escalate appropriately, and maintain neutrality.
- Bilingual English/Spanish preferred.
- Excellent organizational skills and attention to detail.
- Excellent verbal and written communication skills
- Interpersonal, negotiation and conflict resolution skills.
- Strong analytical and problem-solving skills.
- Knowledge of Federal and State employment laws.
- Ability to maintain confidentiality with sensitive information.
- Ability to work in an environment with diverse individuals and groups.
Education and Experience:
- Associate or bachelor’s degree in Human Resources or Business Administration preferred.
- Minimum of three (3) years of Human Resources or related experience, specifically in:
- Benefits Administration
- Employee Relations
- Time Keeping
- Strong proficiency in the use of a variety of software including Excel, Word, Outlook, PowerPoint.
- Familiarity with ADP HRIS.
Physical Requirements:
- Repetitive hand and finger movements while operating a computer keyboard and mouse.
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to hear and understand verbal communication.
- Occasionally lift and carry objects (up to 50 lbs.).
Work Environment:
- Work is performed indoors within the office setting.
- Moderate noise level; Usually quiet.
- Overhead fluorescent lighting.
Equal Employment Opportunity Policy
Malibu Wellness, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
8:00 AM - 4:30 PM, Monday thru Friday