Human Resources Coordinator

Pony Express Car Wash is hiring a Human Resources Coordinator to support day-to-day HR administration and help keep employee documentation, systems, and payroll running smoothly. This onsite role in Idaho Falls partners closely with General Managers and leadership to ensure employees and managers have the records, access, and guidance needed for day-to-day operations.

Role focus

• Coordinate onboarding and offboarding, including required paperwork, verification steps, and system updates
• Maintain accurate employee records across HR and payroll systems, including Paychex
• Support biweekly payroll processing by reviewing time, PTO, overtime, and other payroll inputs before submission
• Help administer employee benefits, retirement enrollment documentation, and HR compliance records
• Support HR system access and training-related platform access across required tools

Key responsibilities

• Manage new-hire onboarding: employment paperwork, I-9 completion and verification, employee records, and system setup
• Maintain employee information in Paychex and other HR systems, including status, location, position, pay rate, and whether employees are full-time/part-time or salaried/hourly
• Support biweekly payroll by reviewing time records, PTO, overtime, bonuses, deductions, commissions, and other payroll adjustments prior to submission
• Run Rinsed commission reports each payroll period and enter approved commissions into Paychex
• Enter and verify benefit payroll deductions and coordinate benefits administration with Employee Navigator and Hartwell
• Support SIMPLE IRA administration through Allstate and assist employees with required enrollment or documentation
• Maintain personnel files and HR records, including acknowledgments, coaching documentation, corrective-action records, and compliance documentation
• Handle offboarding and terminations, including required documentation and removing access from company systems
• Maintain HR system access and ensure employees have appropriate access to platforms including Connecteam, Paychex, training systems, Rinsed, BirdEye, Mitti/Safety, and other required tools
• Track PTO, employee status, onboarding milestones, required training, and 30-day/75-day review requirements
• Support recruiting administration by maintaining job postings and applications, coordinating new-hire paperwork, and assisting managers with hiring tasks
• Assist managers with employee documentation, attendance issues, coaching, corrective action, and HR procedures
• Respond to employee and manager questions related to payroll, benefits, PTO, policies, documentation, and HR processes
• Handle unemployment claims by preparing appropriate employment records and documentation as needed
• Assist with workers’ compensation claims, employee leave, and other employment-related documentation
• Maintain and update HR forms, offer letters, handbook acknowledgments, separation documents, SOPs, and other HR resources
• Maintain the HR Active Tracker and audit employee records for missing or outdated information
• Complete monthly, quarterly, and year-end HR reviews, including payroll records, benefit records, employee files, PTO, compliance items, and required reporting
• Identify opportunities to simplify HR processes, reduce duplicate data entry, and improve the experience for employees and managers

Required qualifications

• Previous experience in human resources, payroll, employee administration, or a related field
• Strong attention to detail and the ability to maintain accurate confidential records
• Comfort working with payroll and HR software and the ability to learn new systems quickly
• Strong organizational and time-management skills to manage recurring deadlines
• Professional communication skills and the ability to work effectively with employees, General Managers, and leadership
• Ability to handle sensitive employee information with discretion and confidentiality
• Strong follow-through and the ability to identify missing information or documentation before issues arise
• Working knowledge of employment documentation, onboarding, payroll, benefits, and basic HR compliance
• Ability to work independently while serving as a reliable resource for managers and employees
• Bookkeeping experience using platforms such as bill.com and QuickBooks

Technologies

• Paychex and other HR systems
• Rinsed
• Employee Navigator
• Hartwell
• Allstate
• Connecteam
• Training systems
• BirdEye
• Mitti/Safety
• SIMPLE IRA
• bill.com
• QuickBooks
• HR Active Tracker

Preferred qualifications

• HR, payroll, business administration, or related education
• Experience with Paychex or similar payroll systems
• Experience with Employee Navigator or benefits administration systems
• Experience supporting multi-location or hourly workforces
• Experience supporting employee onboarding, offboarding, unemployment claims, and personnel records
• 1-3 years of HR and payroll experience
• Experience in bookkeeping using bill.com, QuickBooks, or similar

Pay, hours, and schedule

• Pay: $19.00 per hour
• Expected hours: 38.0 to 40.0 per week
• Shift availability: Day Shift (required)
• Work location: In person

Experience

• HR/Payroll/Bookkeeping: 1 year (preferred)

What success looks like

• Employee records stay accurate, complete, and up to date
• Payroll information is reviewed carefully, submitted accurately, and on time
• New hires are properly documented and set up in required systems
• Terminations and related system access changes are completed promptly and consistently
• Managers have a clear place to go for HR questions and receive timely, practical support
• Benefits, PTO, compliance items, and required employee documentation remain organized and current
• HR processes are documented, consistent, and continuously improved