{"id":3666052,"url":"https://alion.io/job/penbrothers-hr-operations-coordinator","title":"HR Operations Coordinator","company":{"id":50087,"name":"Penbrothers","domain":"penbrothers.com","url":"https://alion.io/company/penbrothers","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Career site","truth_index":{"grade":"B","score":80,"open_postings":16,"ghost_share":0,"stale_share":0.813,"repost_share":0,"time_to_fill_p50_days":50,"computed_at":"2026-11-09T06:03:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"inferred_company_offices","remote_working_hours":{"label":"ET","utc_offset_min":-5,"utc_offset_max":-5},"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":["PH"],"hiring_countries_total":1,"salary":null,"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Sheets","optional":false},{"name":"Microsoft Excel","optional":false}],"status":"live","first_seen_at":"2026-11-03T03:50:37Z","employer_posted_date":"2026-11-03","last_verified_at":"2026-11-09T18:53:32Z","board_verified":true,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"description":"About Penbrothers\nPenbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.\nAbout the Client\nOur client is a growing dental support organization supporting approximately 54 dental practices and more than 500 employees across multiple locations. They are an established, forward-thinking organization dedicated to delivering top-tier services and community-driven initiatives, empowering their team with modern tools and hands-on opportunities to build impactful multi-channel marketing campaigns.\nAbout the Role\nThe HR Operations Coordinator provides administrative and operational support to the Human Resources team. This position plays a key role in coordinating employee lifecycle activities, maintaining accurate employee records, monitoring deadlines, managing HR workflows, and ensuring assigned responsibilities are completed accurately and on time.\nWork hours:Pending (Must have significant overlap with U.S. Eastern Time business hours)\nWork set-up: Remote\n\nWhat you’ll do\nEmployee Onboarding and Offboarding\n\nCoordinate administrative onboarding activities for new employees across multiple locations.\n\nMonitor completion of new-hire documentation, onboarding checklists, and required forms.\n\nTrack employee status changes, transfers, and separations.\n\nCoordinate offboarding checklists and confirm completion of assigned activities.\n\nIdentify and escalate incomplete or overdue employee lifecycle tasks.\n\nHRIS and Paycom Administration\n\nAssist with administrative HRIS workflows using Paycom.\n\nMaintain employee data and update records within authorized access levels.\n\nMonitor outstanding tasks, incomplete records, and pending approvals.\n\nGenerate standard HRIS reports and identify missing or inconsistent information.\n\nMaintain tracking logs for HRIS-related issues, requests, and resolutions.\n\nSupport HRIS data audits and process improvement initiatives.\n\nBenefits and Retirement Plan Administration\n\nTrack employee benefit enrollment deadlines, outstanding documentation, and administrative requests.\n\nCoordinate follow-up with benefits vendors and internal stakeholders.\n\nMaintain retirement plan administration calendars and track required deliverables.\n\nAssist with tracking 401(k) contribution reporting and reconciliation activities under HR or Finance supervision.\n\nFlag discrepancies, missing information, and unresolved vendor issues promptly.\n\nMaintain accurate records of vendor communications and completion confirmations.\n\nHR Reporting and Analytics\n\nPrepare and maintain recurring HR reports and dashboards, including:\n\nEmployee headcount by location and department.\n\nNew hires, terminations, and transfers.\n\nEmployee turnover and vacancies.\n\nOvertime and attendance trends.\n\nOnboarding and offboarding status.\n\nOutstanding HR service requests.\n\nUpcoming compliance and certification deadlines.\n\nEnsure reports are accurate, current, and delivered according to established schedules.\n\nCompliance and Employee Records\n\nMaintain organized electronic employee records in accordance with company procedures.\n\nMonitor employee certifications, licenses, and required training deadlines.\n\nSupport personnel file audits and documentation reviews.\n\nTrack policy acknowledgments and required employee forms.\n\nEscalate incomplete or overdue compliance-related items to HR leadership.\n\nRecruitment Coordination\n\nSchedule candidate interviews and coordinate interview logistics.\n\nMaintain applicant tracking records and candidate status updates.\n\nCommunicate with candidates regarding scheduling and administrative next steps.\n\nSupport pre-employment screening coordination and onboarding transitions.\n\nMaintain recruiting activity reports and open-position trackers.\n\nHR Administrative and Operational Support\n\nMonitor and organize incoming HR requests through approved communication channels.\n\nMaintain shared HR calendars, task trackers, and recurring deadlines.\n\nFollow up with employees, practice managers, vendors, and internal stakeholders on outstanding administrative items.\n\nPrepare routine HR correspondence using approved templates.\n\nMaintain HR standard operating procedures, checklists, and process documentation.\n\nSupport special projects and process improvement initiatives as assigned.\n\nWhat You Bring\nRequired Qualifications\nMinimum 2 years of experience in HR administration, HR operations, or HR coordination.\n\nPrior experience supporting U.S.-based companies, preferably with multiple locations.\n\nStrong proficiency in Microsoft Excel or Google Sheets, including formulas, filters, and reporting.\n\nExperience working with HRIS, payroll, applicant tracking, or employee management systems.\n\nExcellent written and verbal English communication skills.\n\nDemonstrated ability to manage multiple deadlines and recurring assignments independently.\n\nStrong attention to detail, accuracy, and recordkeeping.\n\nExperience using task management systems, shared calendars, and administrative tracking tools.\n\nAbility to maintain confidentiality and follow established data security procedures.\n\nReliable internet connection and ability to work with U.S.-based teams during agreed business hours.\n\nPreferred Qualifications\nExperience with Paycom or comparable U.S. HRIS/payroll platforms.\n\nExperience supporting healthcare, dental, or other multi-location organizations.\n\nFamiliarity with U.S. employee onboarding, benefits, and payroll administration processes.\n\nExperience with 401(k) administration or employee benefits coordination.\n\nStrong Excel reporting and dashboard development capabilities.\n\nExperience documenting SOPs and improving administrative workflows.\n\nCore Competencies\nOwnership and Accountability:Takes responsibility for assigned work from initial request through verified completion.\n\nProactive Communication:Provides timely updates, follows up independently, and escalates obstacles before deadlines are missed.\n\nOrganization and Time Management:Maintains reliable systems to track competing priorities, recurring deadlines, and outstanding tasks.\n\nAccuracy and Attention to Detail: Produces complete and accurate work with minimal corrections.\n\nProblem-Solving: Recognizes issues early, identifies possible solutions, and seeks assistance when appropriate.\n\nConfidentiality and Professional Judgment: Handles employee information responsibly and works within established approval and access boundaries.\n\nDon't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.\nOur Hiring Process & AI Disclaimer:\nWe use AI tools to streamline our application process-including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.\nYou are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.\nRead our full AI Disclaimer to learn more.\nWhat You’ll Get\nAt Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.\nMeaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.\n\nEmployee as our biggest asset: We are genuinely invested in our people’s career and welfare.\n\nGlobal reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.\n\nPowering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.","description_format":"text","description_chars":8115,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":["Retirement plans"],"hiring_locations":[{"name":"Philippines","iso":"PH","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["E-learning","Virtual Events"],"lifecycle":[{"event":"open","at":"2026-11-03T06:28:33Z"}],"visa":[],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":6,"expected_fill_days":50,"reasons":["conf:1","stale_co","velocity","win:early","comp:junior"],"computed_at":"2026-11-09T06:03:00Z"},"pay":null,"html_url":"https://alion.io/job/penbrothers-hr-operations-coordinator","json_url":"https://alion.io/job/penbrothers-hr-operations-coordinator.json","meta":{"generated_at":"2026-11-09T20:17:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":7317,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-10T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":50087},"rest":"https://alion.io/mcp/rest/get_company?id=50087"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fpenbrothers-hr-operations-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fpenbrothers-hr-operations-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fpenbrothers-hr-operations-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/penbrothers-hr-operations-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fpenbrothers-hr-operations-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3666052}},{"tool":"search_jobs","arguments":{"company":"penbrothers.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3666052},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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