Human Resources & Compliance Coordinator in Naples, Florida at Maxion Management LLC

Maxion Management is seeking an organized, personable, and detail-oriented Human Resources & Compliance Coordinator to support the HR and administrative needs of Maxion Management and its affiliated companies.

This position will work closely with the Vice President and serve as a key resource for employees and managers across our dental, medical aesthetics, dental laboratory, and management operations. The ideal candidate enjoys working with people, is highly organized, maintains confidentiality, and is comfortable managing multiple priorities in a fast-paced healthcare environment.

The HR & Compliance Coordinator will assist with recruiting, onboarding, Paylocity administration, employee records, training and compliance, benefits administration, and day-to-day HR operations.

• Assist with recruiting for positions across all affiliated companies and locations.
• Create and maintain job postings on Indeed and other recruiting platforms.
• Review applications and resumes and identify qualified candidates.
• Conduct initial candidate phone screenings.
• Coordinate interviews with hiring managers and department leaders.
• Maintain communication with candidates throughout the hiring process.
• Prepare offer letters and coordinate pre-employment requirements.
• Assist with background checks, references, and other required hiring documentation.
• Maintain organized applicant and recruiting records.
• Help develop strategies to improve recruiting and employee retention.

• Coordinate the onboarding process for new employees from offer acceptance through their first days of employment.
• Initiate and monitor onboarding workflows through Paylocity.
• Ensure completion of required employment documentation, including Form I-9 and applicable tax forms.
• Assign required new-hire training and company policies.
• Track completion of HIPAA, OSHA, Bloodborne Pathogens, safety, compliance, and other required training.
• Ensure employees receive applicable handbooks, policies, procedures, and acknowledgments.
• Coordinate new-hire orientation with managers and individual locations.
• Maintain accurate and complete employee personnel records.

• Assist with day-to-day administration of Paylocity.
• Maintain employee demographic, employment, position, compensation, and other HR information.
• Build and maintain onboarding and employee workflows.
• Assign and track employee training.
• Upload and maintain company policies, procedures, forms, and acknowledgments.
• Assist employees with Paylocity questions and account issues.
• Monitor incomplete onboarding tasks, training, certifications, and documentation.
• Assist with timekeeping, PTO, attendance, and payroll-related HR matters.
• Generate HR reports as requested by management.

• Assist management in maintaining an organized company-wide compliance program.
• Coordinate new-hire and recurring HIPAA, OSHA, Bloodborne Pathogens, Hazard Communication, infection-control, safety, and other applicable training.
• Maintain employee training records and acknowledgments.
• Assist with maintaining written compliance policies and procedures.
• Track professional licenses, certifications, CPR/BLS credentials, and required renewals as applicable.
• Assist with OSHA and HIPAA documentation and recordkeeping.
• Maintain access to Safety Data Sheets and applicable workplace safety documentation.
• Assist with annual compliance reviews and updates.
• Help ensure required policies and procedures are consistently communicated across affiliated locations.
• Maintain confidentiality of employee, patient, and company information.

• Assist employees with benefits enrollment and general benefits questions.
• Coordinate new-hire enrollment and qualifying life-event changes.
• Assist with annual open enrollment.
• Maintain benefit eligibility information and required documentation.
• Assist with employee status changes, transfers, promotions, and terminations.
• Help ensure employee records remain accurate and current.

• Serve as an approachable HR resource for employees with general questions and concerns.
• Assist the Vice President with employee-relations matters and documentation.
• Support performance-review and corrective-action processes.
• Assist managers with documentation and HR procedures.
• Help coordinate employee surveys, engagement initiatives, meetings, and recognition programs.
• Maintain professionalism, discretion, and confidentiality when handling sensitive employee matters.

• Coordinate employee separation and offboarding workflows.
• Ensure appropriate documentation is completed.
• Coordinate with management and IT regarding termination of system and facility access.
• Assist with benefits-related separation information as applicable.
• Maintain organized termination and former-employee records.
• Assist with exit interviews and turnover tracking.

• Previous experience in Human Resources, recruiting, healthcare administration, office management, or a related role preferred.
• Experience with Paylocity or another HRIS/payroll platform strongly preferred.
• Healthcare, dental, medical, or multi-location experience is a plus.
• Working knowledge of HR practices and employee confidentiality.
• Familiarity with HIPAA, OSHA, and healthcare compliance is preferred.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to communicate professionally with employees, candidates, providers, and management.
• Comfortable learning new software and creating organized electronic workflows.
• Ability to manage multiple deadlines and priorities.
• High level of discretion when handling confidential employee and business information.
• Proficiency with Microsoft Office and common business technology.

The ideal candidate is someone who enjoys both the people side and organizational side of Human Resources. They are comfortable speaking with candidates and employees but equally comfortable working behind the scenes to make sure documentation, training, policies, and deadlines are completed correctly. We are looking for someone who is proactive rather than reactive. Someone who notices when something needs attention, follows through, and helps keep our HR and compliance processes organized across multiple companies and locations.