Job Description
Job Description
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