HR Coordinator in Portland, Oregon at NWM Risk Management
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Job Description
A leading risk management and construction consulting company is seeking a full time individual to assess and report residential construction progress. This job opportunity includes remote and in-office hours. No travel is required for this position.
What do we do?
We work for banks verifying that the money being lent out to a builder is equal to the progress of the construction.
Our model is to contract local individuals to use our app to document the progress of the construction. Our team of report writers update budgets based on site photos.
Position Summary
The HR Coordinator provides day-to-day administrative and operational support to the Human Resources function at NWM Risk Management. This role is responsible for maintaining accurate employee records, supporting payroll and benefits administration, some accounting monthly needs, coordinating onboarding and offboarding, assisting with recruiting and W-2 hiring, and helping execute the companys performance management and employee programs.
This is a hands-on, detail-oriented role that supports the full employee lifecycle. The ideal candidate is organized, dependable, responsive, comfortable handling confidential information, and interested in developing a broad foundation in Human Resources. The HR Coordinator reports directly to the HR & Operations Director and will work closely with employees, managers, Accounting, Operations, and leadership.
Key Responsibilities
HR Administration & Employee Records
Maintain accurate and confidential employee records and HR documentation.
Ensure employee information is current in HRIS and other applicable systems.
Process employee changes including promotions, compensation changes, status changes, transfers, and terminations.
Maintain personnel files and ensure required documentation is completed and properly stored.
Assist with employment verification and other routine HR requests, this also includes 1099 oversight.
Respond to basic employee HR questions and escalate more complex or sensitive matters to the Director, HR & Operations.
Assist with tracking important employee dates, deadlines, certifications, and required documentation.
Support HR compliance, 1099 guideline and recordkeeping requirements.
Payroll Administration
Assist with biweekly payroll preparation and processing.
Review payroll information for accuracy, including hours, PTO, new hires, terminations, compensation &/or benefit or deduction changes, and other employee changes.
Coordinate payroll-related updates between HR, employees, and Accounting.
Assist with resolving payroll discrepancies and employee questions.
Maintain payroll-related records and documentation.
Support year-end payroll activities, including W-2 preparation and employee communications.
Recruiting & W-2 Hiring
Support the recruiting process for W-2 employees from job posting through onboarding.
Coordinate job postings, applicant communication, interview scheduling, and candidate follow-up.
Conduct initial candidate screening and participate in interviews as appropriate.
Assist hiring managers with interview coordination and candidate communication.
Maintain accurate applicant and recruiting records. C
oordinate pre-employment requirements, background checks, references, and required employment documentation.
Prepare and coordinate offer letters and new-hire paperwork. Support 1099 needs, 1099 training and various as needed trainings to support compliance.
Ensure new hires complete required documentation prior to their start date.
Help maintain a positive and professional candidate experience.
Track recruiting activity and provide basic recruiting updates and reporting.
Onboarding & New Employee Experience
Coordinate the administrative aspects of new-hire onboarding.
Ensure required employment documents and forms are completed.
Set up new employees in HRIS and other applicable systems.
Coordinate benefits enrollment and other new-hire requirements.
Assist with scheduling and facilitating new-hire orientation.
Coordinate onboarding materials, handbook acknowledgment, policies, and required training.
Help ensure new employees receive the information, tools, and resources needed to successfully begin their role.
Follow up with new hires and managers to ensure onboarding requirements are completed.
Performance Management
Assist with the coordination and administration of NWMs mid-year and annual performance review processes.
Maintain performance review timelines, employee lists, manager communications, and tracking.
Assist employees and managers with questions regarding the review process. Coordinate review-related documentation and follow-up.
Assist with BambooHR performance goals, self-assessments, reviews, and related processes.
Support the administration of compensation changes associated with the performance review cycle.
Help maintain accurate records of completed reviews and goals.
Handbook, Policies & HR Programs
Assist with maintaining the employee handbook and HR policies.
Help coordinate annual handbook acknowledgments and policy communications.
Assist with reviewing policies for accuracy and identifying items that may need updating.
Assist with yearly 1099 Agreement updates and federal, state, and local law updates.
Maintain HR forms, templates, checklists, and employee communications.
Support implementation of employee programs and HR initiatives.
Assist with annual HR activities such as open enrollment, required notices, employee communications, and other recurring HR processes.
Help ensure HR processes and documentation are consistently followed.
Benefits Administration
Assist employees with routine benefits questions and enrollment processes.
Support new-hire and qualifying-event benefits administration.
Assist with annual open enrollment activities, planning and execution.
Maintain accurate benefits-related records.
Coordinate with benefit providers when needed.
Escalate complex benefits questions or issues to the Director, HR & Operations.
Employee Relations & General HR Support
Provide professional and timely first-level support for routine employee questions.
Maintain confidentiality and exercise good judgment when handling sensitive employee information.
Assist monthly with accounting reconciling and various other tasks as necessary.
Assist with employee communications and HR announcements.
Support employee engagement activities and company initiatives.
Assist with offboarding, including termination documentation, system updates, benefits notifications, and exit processes.
Support HR projects and special initiatives as assigned.
Systems & Technology
The HR Coordinator will work in a variety of systems and should be comfortable learning new technology. Systems may include:
BambooHR
Microsoft 365
Monday.com
Box
QuickBooks Online
Tipalti
Excel
Applicant tracking/recruiting systems
Other HR, payroll, benefits, and operational platforms
Qualifications
Required
13 years of administrative, HR, recruiting, payroll, or related experience.
Strong attention to detail and organizational skills. A
bility to maintain confidentiality and handle sensitive employee information appropriately.
Strong written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines.
Comfortable working independently while knowing when to ask questions or escalate an issue.
Strong computer skills and ability to learn new systems quickly.
Professional, approachable, and service-oriented demeanor.
Preferred
Previous HR or HR administrative experience.
Experience with payroll processing or payroll administration.
Experience with an HRIS
Experience with recruiting, applicant tracking systems, or interview coordination.
Experience supporting performance review processes.
Familiarity with basic 1099 & employment laws and HR compliance requirements.
A degree in Human Resources, Business Administration, or a related field, or equivalent experience.