Human Resources Coordinator

The HR Coordinator supports HR leadership by administering HR policies and programs across recruiting, compensation, and employee relations, while also managing union Health and Welfare benefits, HRIS data, and compliance-related HR activities. This onsite role is based in Gilroy, CA.

Role Overview

Reporting to the HR Manager, the HR Coordinator provides day-to-day support to the HR Manager and HR Generalist in administering HR policies and programs covering recruiting, compensation, and employee relations. The role is responsible for managing the Health and Welfare benefits process for the union group, maintaining and auditing HR-related transactions, and partnering with HR management on special projects and reports.

This position follows the company expectation of in-person collaboration, with employees working their defined schedule onsite at the OFI location.

Key Responsibilities

• Execute HR administrative processes and services consistently at the local or area level.
• Administer the end-to-end union Health and Welfare administration process, including processing payments and reconciling eligibility and benefit support.
• Serve as the primary HRIS site administrator, maintaining employee data in ADP to ensure accuracy and compliance, including timely processing of promotions, transfers, adjustments, and related updates.
• Support hourly recruitment end to end, including advertising (internally and externally), posting, recruiting, screening, coordinating interviews, and executing hires to maintain staffing levels, while maintaining applicant and hire tracking.
• Process and coordinate background checks, drug screens, and other post-offer tasks.
• Assist with onboarding activities, including preparing offer letters and conducting new hire and rehire onboarding; ensure compliant creation and maintenance of employee files and timely, compliant I-9 processing per state and federal law and company retention guidelines.
• Coordinate trainings with the HR Manager and supervisors.
• Support positive employee relationships across all organizational levels, including assisting the HR Manager on employee relations and incentive initiatives.
• Communicate HR guidelines, policies, and procedures and support adherence under HR Manager guidance.
• Support compliance with applicable regulations, including EEOC, FLSA, ADA, and OSHA, as well as applicable Leave of Absence (LOA) regulations.
• Ensure compliance with the Collective Bargaining Agreement (CBA).
• Review weekly timecards for non-exempt site personnel.
• Support timely site payroll processing, including pay changes such as promotions, transfers, layoffs, pay corrections, union dues, and medical and dental premiums.
• Ensure correct pay codes and cost centers appear on employee timesheets per applicable state regulations and the CBA.
• Audit meal and rest period compliance and follow up with supervisors as needed.
• Oversee sick pay and vacation accruals and administer applicable payments per state regulations and the CBA.
• Support wage and hour practices aligned with state and federal labor laws, company policy, and CBA guidelines.
• Assist HR with LOA administration, including coordination and tracking of leaves; maintain attendance records per policy.
• Review pay grievances and process grievance payouts according to CBA guidelines.
• Assist with benefit enrollment for eligible employees.
• Support HR projects and HR administrative duties; assist with employee company events including recognition and rewards programs and the holiday luncheon.
• Collect, analyze, and maintain Human Resources scorecard data.
• Serve as the primary contact for unemployment questions, preparing and maintaining correspondence to the vendor.
• Complete ad hoc analytical projects, including ADP queries, related to employee relations, compensation, and payroll items for HR management.
• Maintain professional communication through telephone, email, and in-person interactions with internal and external stakeholders.
• Administer union hourly benefits eligibility programs, including medical, dental, and pension where applicable.
• Administer the site carpooling program.
• Escalate workplace issues and employee complaints to the HR Generalist and/or HR Manager.
• Maintain attendance and disciplinary action records per policy.
• Administer Engagement Store activities, including maintaining stock and monitoring store operation schedules.
• Support clerical tasks such as photocopying and office supply ordering; perform other duties as assigned.

Required Qualifications

• High School diploma required; bachelor’s degree in business or a related field preferred.
• Two (2) years of experience in Human Resources, Office Administration, or a related field required.
• Union experience is a plus.
• Excellent presentation, communication, and interpersonal skills.
• Intermediate Microsoft Office skills including Outlook, Excel, PowerPoint, and Word required.
• Ability to work with a sense of urgency in a fast-paced environment with multiple demands while maintaining confidentiality.
• Ability to work independently on a broad variety of projects.
• Ability to apply effective judgment, sensitivity, and creativity to changing needs and situations.
• Ability to build and maintain healthy working relationships and maintain a professional demeanor.
• High integrity and trust, with strong ethics and values.
• Proven action orientation, timely decision making, and ability to operate with ambiguity.
• Excellent organization skills and ability to compose and produce accurate documents and correspondence in a timely manner.
• Bilingual in English and Spanish (speak, read, and write) is strongly preferred.
• Travel up to 5% may be required to other worksite locations, suppliers, customers, or business events.

Technologies

• ADP
• HRIS
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word

Benefits

• Coverage for you (and eligible dependents) with plans designed for peace of mind and savings for the future.
• Paid Volunteer time off.
• Access to events, resources, and learning opportunities supporting physical, social, emotional, and financial well-being for you and your family.
• Paid parental leave.
• Fertility benefits and lactation support, including milk shipping for traveling employees.
• Vacation time from Day 1.
• Paid Sick Leave.
• Company paid holidays.
• 401K match on Day 1.
• Career growth and learning.

Location and Compensation

• Location: Gilroy, CA (onsite)
• Compensation: USD 30 - 35 per hour