People Operations Coordinator - Amtraco

About the Role

Help our people programs run smoothly and give employees dependable support. We are seeking a detail-oriented People Operations Coordinator to administer regular pay and commissions, support HR compliance and benefits, manage our fleet program, assist recruiting, and reconcile department invoices. This role works closely with HR, Finance, managers, and vendors to keep information accurate and resolve questions promptly.

If you enjoy working with numbers, organizing competing priorities, and helping employees navigate everyday needs, this role offers a hands-on opportunity to contribute across the HR function.

Key Responsibilities

Compensation and Payroll Administration

• Coordinate regular payroll by reviewing time records, pay changes, deductions, and adjustments; resolve discrepancies and obtain approvals before submission.
• Prepare and reconcile commission calculations using approved plans and verified sales data. Partner with Sales and Finance to resolve exceptions before payment.
• Maintain compensation records, commission statements, and supporting documentation; respond to employee pay questions with accuracy and discretion.
• Track payroll and commission deadlines, verify approved changes are reflected correctly, and escalate unresolved issues to HR leadership.

HR Compliance and Records

• Maintain accurate employee files, HR system records, and confidential documentation using established access and retention procedures.
• Coordinate employment verification documentation, required notices, policy acknowledgments, and compliance training records.
• Maintain a compliance calendar and prepare records for audits and reporting. Support applicable employment requirements with HR leadership and external advisors.
• Identify missing information or process gaps, follow through on corrections, and escalate sensitive employee matters or questions requiring policy interpretation.

Benefits and Retirement Plan Support

• Support medical, dental, vision, voluntary benefits, and the 401(k) program, including eligibility tracking, enrollments, changes, and terminations.
• Assist with open enrollment, new hire benefits orientation, employee communications, and routine questions; coordinate unresolved issues with providers or the broker.
• Reconcile enrollment records and payroll deductions with carrier and retirement plan records; investigate discrepancies and coordinate corrections.
• Support 401(k) contribution and loan repayment reconciliation, timely remittance coordination, census requests, testing, and audit documentation with Finance and the plan administrator.

Fleet Program Management

• Serve as the day-to-day contact for employees and fleet vendors; coordinate vehicle assignments, onboarding, transfers, and returns.
• Maintain vehicle and driver records, including VINs, registrations, insurance documentation, maintenance schedules, and fuel card assignments.
• Coordinate renewals, maintenance, repairs, and incident documentation; monitor completion and follow up on outstanding items.
• Review fleet costs, mileage, fuel use, and vendor fees; investigate unusual charges and support adherence to company vehicle policies.

Recruiting Support

• Post and update job openings, maintain applicant records, and keep recruiting activity organized in the applicant tracking system.
• Coordinate interviews, candidate communications, and approved screening steps to provide a responsive candidate experience.
• Prepare approved offer materials, coordinate pre-employment requirements, and support the handoff to onboarding; track recruiting status and expenses.

Department Invoice Reconciliation

• Review HR, benefits, recruiting, and fleet invoices against contracts, enrollment records, service activity, and supporting documentation.
• Research billing errors, duplicate charges, missing credits, and unexpected fees; work with vendors and Finance to resolve discrepancies.
• Assign appropriate department or business unit coding, obtain approvals, and submit invoices on time. Maintain reconciliation records and support budget tracking.

Qualifications

• Experience in HR operations, payroll, benefits administration, accounting support, or a related administrative role; two or more years preferred.
• Strong numerical accuracy and Excel skills, including formulas, lookups, sorting, filtering, and reconciling information across reports.
• Ability to manage recurring deadlines, prioritize requests, document work, and follow issues through to resolution.
• Clear communication, a helpful approach to employee questions, and sound judgment when handling confidential information.
• Comfort learning HR, payroll, benefits, and applicant tracking systems. Experience with commissions, fleet administration, or 401(k) support is a plus.
• Associate or bachelor’s degree in Human Resources, Business, Accounting, or a related field preferred; equivalent relevant experience is welcome.

What Success Looks Like

Accurate pay and benefit records, reconciled invoices, current fleet information, and deadlines met consistently. Employees and candidates receive clear, timely responses, and issues are documented, resolved, or escalated appropriately. You demonstrate personal responsibility, a customer-focused approach, and a willingness to work together to improve processes.

To speed up the review of your application, you get a jump start by completing the Culture Index Survey: https://bit.ly/cultureindexapply. This is a required step of our application process. Thank you!

AMTRACO benefits include paid vacation, PTO time, service days, health, vision, and dental insurance, a 401 (k) program with a generous match, and more! This position's compensation is also eligible for our Variable Compensation program.