The human resources (HR) coordinator oversees and ensures efficient human resources processes across the entire company. Although a certified hr professional has numerous job responsibilities, an HR coordinator focuses on administrative tasks such as health, welfare, and maintaining clear procedures between employees and possible 3rd-party insurance providers.
Furthermore, the HR coordinator job description entails monitoring federal and state regulatory changes and administrative support across the human resources department.
Unlike HR managers, HR coordinators rarely have any supervisory or HR management responsibilities. The primary HR coordinator duties are administrative tasks and facilitating HR tasks across the organization.
What Does a Human Resources (HR) Coordinator Do?
The larger the company, the more significant the need for an HR coordinator is. Since the primary duty is to provide administrative support, HR coordinators rarely work on a single project. Instead, they assist hiring managers, directors, and employees with any possible HR-related tasks.
Although the HR coordinator role isn't as high as an HR manager, an human resources coordinator needs a broad knowledge of different human resources duties. To get a better understanding, here are typical HR coordinator duties.
Assist with Internal & External HR-Related Inquiries
An HR manager typically oversees several HR projects related to employees and external HR-related inquiries. It's also possible that HR managers get several ad hoc HR projects at once, giving little time to prepare.
As such, managers need daily administrative support. The support is commonly around the following tasks:
- Organizing employee training sessions & training programs
- Managing employee files, employee benefits, & employees' records
- Submit reports & employment contracts
- Payroll processing
- Oversee company policies
- Updating HRIS systems & other HR software
- Answering employee requests
- Benefits administration
Although a typical HR coordinator doesn't need strong decision-making skills, they need to be a reliable backbone inside the HR department.
Maintain Employee Records
Besides the general support, one of the most typical HR administrative duties is maintaining HRIS and employee records such as salary, personal information, turnover rates, etc.
Documentation is crucial to any business administration for legal and functional reasons. Keeping track helps ensure meeting goals and delivering on employee requirements, which results in better employee engagement and employee relations inside and outside the HR department.
Typically, an HR coordinator needs to keep records both in digital and paper form, but with automation and better HR software, the need for paper form diminishes.
According to PwC's Human Resources Technology Survey, the top three needs for technical assistance inside human resources are talent acquisition tools (49%), employee experience management (48%), and skills mapping and career pathing (46%).
An HR coordinator needs to hone technical skills to maintain a clear overview of employee data.
Recruitment Process Support
Like an HR coordinator assists HR managers, they also help hiring managers. They typically support candidate sourcing, background checks, shortlisting, and issuing employment contracts.
An HR coordinator will rarely interview candidates or do screenings. Instead, they assist with HR events inside the recruitment process, such as labor relations.
While an HR coordinator doesn't need high-level interpersonal skills for talent acquisition, they still need strong communication skills due to constant communication with the manager. An hr coordinator might still review and filter resumes for qualified candidates. But they will rarely have direct contact with candidates until later hiring stages.
Additionally, an HR coordinator will also update job requirements and job descriptions for necessary positions.
Oversee Labor Laws
Overseeing and adhering to labor laws is crucial for any company. Most companies communicate with external agencies to get the latest updates. But every company needs someone who'll check these third-party sites.
More importantly, the business needs an appropriate person capable of reacting and assuring compliance. Failing to do so can result in fines, audits, and lawsuits.
According to SHRM, human error is the most common reason for security breaches and other failures (52%). Meaning that although a semi-active duty, it's essential that the HR coordinator stays diligent and proactive.
It's also possible that the HR coordinator will work with other HR professionals, such as an HR generalist, to enforce new policies and practices.
Submit HR Reports
Since human resources management boils down to data, it's paramount to organize the records and use them. Outstanding communication with decision-makers and other departments relies on quality HR reports. Without it, the data will seem overwhelming and too exhausting to get anything helpful.
HR coordinators should have excellent reporting skills to create simple yet effective reports and presentations. An organization's human resources department is only good as its data. That goes for HR projects and HR events as well.
Administrating Performance Management Procedures
Performance management procedures are communication processes between managers and employees to ascertain and review current employee goals and their general contribution.
Similar to other duties, the HR coordinator won't communicate with employees. But due to the HR coordinator's role in the company and the nature of performance management, the HR coordinator needs to take part.
HR managers gather a lot of data during performance management procedures. If left unattended, the data may overwhelm the entire process before it's even over. An HR coordinator must collect and sort data for future usage. Not having an appropriate person for the job means that all the hard work can be for nothing.
Finally, an HR coordinator may also assist with designing performance appraisals.
HR Coordinator Employment Requirements
Since a human resources coordinator helps with all significant HR tasks, it can seem daunting to understand the requirements. But as you check a general HR coordinator job description, you'll discover that it isn't as demanding.
That doesn't mean that you should take the requirements lightly. Here are standard requirements that you'll find in a typical HR coordinator job description.
Experience with General HR Functions
Although HR coordinators don't have the level of responsibility such as hiring managers, they still need to understand everything inside the HR department and other departments.
Since a company is looking for a reliable HR professional who will ensure administrative tasks are taken care of, the person needs a basic understanding of general HR functions. In short, the six main HR functions are:
- Workplace safety
- Employee relations
- Salary planning
- Labor law compliance
Depending on the company's requirements, it might ask the HR coordinator to know more about one function than the other.
Strong Knowledge of HR Software
Due to usual HR coordinator duties, the individual needs to have a solid technical background. But the knowledge goes beyond specialized human resources software.
The candidate also needs a tight grasp of digital solutions such as the MS office suite. Meaning Word, Excel, and Powerpoint.
It's possible that a company can use MS office alternatives. Furthermore, it's also possible that the company will provide training sessions to bring the candidate to the required skill level. But the ideal candidate must still have the necessary knowledge.
Solid Communication Skills & Time Management
When it comes to soft skills, communication skills and time management are part of any HR coordinator job description. The capability to communicate data clearly between departments and react promptly to ad hoc HR projects is a must.
Interpersonal skills aren't as vital as for an HR manager, but the coordinator still needs to know how to communicate results effectively.
Education Requirements & Experience
Besides a bachelor's degree in human resources, finance, business management, or other similar fields, it's also good to have a human resources certification (PHR or SPHR).
Furthermore, some companies might have specific experience requirements such as:
- 4+ years of working in the human resources field
- 2+ years in labor relations
- 2+ years managing compensation and benefits
While an HR coordinator job description will have similar experience requirements, feel free to apply even if you don't meet them. Having the required skills and practical experience is more important than formal job positions. As long as you feel capable of doing the job, you should apply.
While not necessary, some higher positions might ask for a master's degree in human resources.
HR Coordinator Salary
The median salary means the midpoint between total salaries ranging from the lowest to the highest for the position.
The HR coordinator role is an excellent starting to mid-level position for any HR professional. The HR coordinator job description ensures that individuals get plenty of experience in different HR fields.
Accordingly, it's also demanding enough to entice any HR professional to grow. If you want to become an HR coordinator but feel like you lack the experience, you can check courses that will help you get the knowledge and skills you need.
Here you can find the most common questions and answers about human resources.
What is the difference between an HR coordinator and an HR generalist?
While both positions have a broad range of responsibilities, an HR generalist can also take supervisory roles. An HR coordinator takes on administrative duties that ensure each process is fast and effective. Coordinators also serve as the middle person between employees and insurance providers.
How do I prepare for an HR Coordinator interview?
Like any other interview, you need to be confident in your skills. For an HR coordinator interview specifically, you should make it clear that you're aware of the broad scope of duties that the job entails. Don't ignore the job description since it can provide valuable information about what to focus on during the interview.
What level is an HR coordinator?
HR coordinator is usually an entry-level position, although there are cases where the position gravitates more towards the mid-level. It's a perfect position for anyone who wants to learn about human resources quickly through practice.
Josh Fechter is the founder of HR.University. He’s a certified HR professional and has managed global teams across 5 different continents including their benefits and payroll. You can connect with him on LinkedIn here.