POSITION DESCRIPTION AND KEY MEASURES

Location: Torrance, CA (USA Support Center)

Department: HR

Reports To: People and Development Manager

Job Type: Entry-Level

POSITION PURPOSE AND EXPECTATION:

The HR Coordinator provides administrative and operational support to the Human Resources team for a multi-location retail organization. This part-time role focuses on handling routing HR tasks, supporting internal processes, maintaining accurate records, and ensuring timely communication across the HR function and ensuring smooth day-to-day HR operations across our US, Canada, and Mexico locations. The role is ideal for someone looking to begin or grow a career in Human Resources through hands-on administrative experience.

KEY RESPONSIBILITIES

Employee Support & Inquiry Intake

• Serve as an initial point of contact for routine HR-related inquiries via phone, email, and ticketing system.

• Acknowledge and document team members questions related to general HR topics (policies, benefits, payroll, and leave).

• Route non-routine or complex inquiries to the appropriate HR team member or specialist

• Maintain timely, professional, and courteous communication with team members.

• Log inquiries and updates accurately within the HR ticketing system.

Open Door Program Management

• Monitor and respond to Open Door Submissions in a confidential and timely manner.

• Coordinate with HR leadership on sensitive employee concerns and workplaces issues.

• Track Open Door cases through resolution and maintain confidential documentation.

• Follow up with employees to ensure concerns have been addressed appropriately

Mail & Communications Handling

• Process incoming and outgoing HR department mail and correspondence.

• Distribute documents to appropriate HR team members and business locations.

• Handle confidential employee documentation with appropriate security and discretion.

• Coordinate delivery of time-sensitive HR materials and legal notices.

Ticketing System Management

• Monitor HR ticketing system and ensure timely assignment and resolution of requests.

• Categorize and prioritize incoming tickets based on urgency and subject matter.

• Resolve straightforward requests independently and route complex issues appropriately.

• Maintain ticket documentation and ensure proper closure of completed requests.

• Generate reports on ticket volume, response times, and common inquiry themes.

HRIS Administration

• Maintain accurate employee data in ADP Workforce Now (or similar HRIS platform).

• Process employee status changes, transfers, and organizational updates.

• Audit employee records for accuracy and completeness on a regular basis.

• Generate standard HR reports and assist with data analysis projects.

• Support HRIS system testing, troubleshooting, and enhancement initiatives.

• Ensure data integrity and compliance with data privacy regulations.

General HR Support

• Assist with onboarding coordination and new hire documentation processing.

• Support benefits administration and open enrolment activities.

• Maintain organized HR files (both physical and electronic) in compliance with retention policies.

• Prepare HR communications, announcements, and policy updates as directed.

• Provide backup support for other HR team members as needed.

SKILLS AND QUALIFICATIONS

Required:

• Associate’s degree in Human Resources, Business Administration, or related field; or equivalent combination of education and experience.

• 1-2 years of HR administrative experience, preferably in a multi-location or retail environment.

• Experience with HRIS systems (ADP Workforce Now preferred) and ticketing platforms.

• Excellent written and verbal communication skills with ability to interact professionally with all organizational levels.

• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.

• High attention to detail and accuracy in data entry and record-keeping.

• Proficiency in in Microsoft Office Suite (Word, Excel, Outlook).

• Demonstrated ability to handle confidential information with discretion and professionalism.

• Customer service oriented with problem-solving mindset.

• Ability to work independently with minimal supervision.

Preferred:

• HR certification (SHRM-CP, PHR) or pursuit thereof.

• Bilingual (English/Spanish) strongly preferred given North American operations.

• Knowledge of US employment law and multi-jurisdictional compliance requirements.

• Experience with retail or multi-location operations.

Other duties and special projects within skill and competency level as required.

Core Competencies:

• Communication: Clear, professional, and empathetic communication across all mediums

• Confidentiality: Unwavering discretion in handling sensitive employee information

• Organization: Systematic approach to managing tasks, records, and competing priorities

• Technical Aptitude: Quick learner with ability to master HR technology platforms

• Customer Service: Solution-focused approach to supporting employees

• Attention to Detail: Precision in data-management and documentation

• Adaptability: Flexibility to adjust to changing priorities and business needs