Bilingual HR Coordinator

The HR Assistant & Back-Up Receptionist serves as a key support role within the Human Resources Department and as a professional representative of the Company at the Main Corporate Lobby. Bilingual skills in English and Spanish are required.

This position acts as the face of the organization, welcoming guests, employees, clients, and visitors, while also providing comprehensive administrative support to the HR Team. The role ensures continuity of daily reception coverage and contributes to HR operational excellence through organization, digitalization, employee engagement initiatives, and coordination support.

This individual must be highly organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment.

Essential Functions

HR Coordinator functions:

• Clean, organize, and maintain HR storage rooms and document retention systems
• Support weekly New Hire Orientations and company training sessions (room setup, materials, attendance tracking, coordination)
• Assist in maintaining and updating centralized training records
• Enter employee and temporary associate data into HRIS systems (ADP or other platforms) as assigned
• Assist with employee badge creation and troubleshooting
• Audit, reconcile, and track HR-related invoices (uniforms, vendors, programs, etc.)
• Support temporary staffing coordination and documentation as assigned
• Maintain compliance logs (as assigned)
• Assist with multiple calendar management and coordination
• Serve as back-up to the Main Receptionist for daily lunch/break coverage and full-day absences
• Greet and welcome guests, visitors, vendors, and employees with professionalism and warmth
• Maintain visitor log and issue visitor badges in accordance with company security procedures
• Distribute incoming mail and coordinate outgoing mail and FedEx pickups
• Order and monitor office supply inventory
• Support interdepartmental administrative needs as required
• Scan and digitally archive employee personnel files as part of the HR Digitalization Project
• Organize and maintain physical employee file systems in compliance with recordkeeping requirements