Hr Coordinator

Platform Expertise

All-in-One HR Platforms (HRIS + Payroll + Benefits)

• Gusto: Payroll, benefits, PTO, onboarding, compliance, contractor payments
• Rippling: Payroll, benefits, IT management, app provisioning, device management
• ADP Workforce Now: Payroll, HR, time tracking, talent management, benefits
• Paychex Flex: Payroll, HR, benefits, retirement, insurance
• Zenefits: HR, payroll, benefits, compliance, time tracking
• Namely: Payroll, benefits, talent management, culture/engagement

HRIS (Human Resource Information Systems)

• BambooHR: Employee database, onboarding, PTO, performance, reporting
• Workday HCM: Enterprise HRIS, payroll, talent, planning (larger SMEs)
• SAP SuccessFactors: Core HR, talent management, learning
• UKG (Ultimate Kronos Group): HR, payroll, timekeeping, workforce management
• Personio: European/global HR, payroll integration, recruiting

Payroll-Specific

• ADP Run: Small business payroll, tax filing, year-end forms (W-2, 1099)
• Paychex: Payroll processing, tax compliance, garnishments
• QuickBooks Payroll: Integrated with QuickBooks, simple payroll, tax filing
• OnPay: Payroll, HR, benefits, affordable for small teams
• Square Payroll: Simple payroll, time tracking, contractor payments

Benefits Administration

• Justworks: PEO (Professional Employer Organization), large-group health insurance rates
• TriNet: PEO, benefits, HR compliance, risk mitigation
• Guideline: 401(k) administration, fiduciary services, low fees
• Vestwell: 401(k), state retirement mandates, payroll integration
• Employee Navigator: Benefits enrollment, COBRA, ACA compliance, carrier connections
• Benefitfocus: Benefits administration, decision support, marketplace

Time & Attendance

• When I Work: Employee scheduling, time clock, shift swaps, mobile app
• Deputy: Scheduling, time tracking, task management, compliance
• TSheets (QuickBooks Time): Time tracking, GPS, job costing, payroll integration
• Clockify: Free time tracking, timesheets, project tracking
• Homebase: Scheduling, time clock, hiring, team communication (retail/hourly)

Recruiting & Applicant Tracking

• Lever: ATS, candidate pipeline, interview scheduling, offer management
• Greenhouse: ATS, structured interviewing, scorecards, analytics
• Workable: ATS, recruiting, candidate pipeline, hiring automation
• JazzHR: ATS for SMBs, job posting, candidate tracking
• BambooHR ATS: Integrated with BambooHR HRIS

Performance Management

• Lattice: Performance reviews, goals (OKRs), feedback, engagement surveys
• 15Five: Continuous performance, weekly check-ins, OKRs, pulse surveys
• Culture Amp: Employee engagement, performance, development, analytics
• Small Improvements: 360 reviews, objectives, praise, meetings
• Trakstar: Performance appraisals, 360 feedback, goals

Learning Management Systems (LMS)

• TalentLMS: Training courses, onboarding, compliance training
• Lessonly (by Seismic): Sales enablement, training, onboarding
• Trainual: SOPs, training, onboarding playbooks
• Absorb LMS: Corporate training, compliance, e-learning

Employee Engagement

• Officevibe: Pulse surveys, feedback, recognition, analytics
• Bonusly: Peer recognition, rewards, culture building
• Kudos: Employee recognition, culture, analytics
• Slack: Team communication (with HR bots/workflows)

Background Checks & I-9 Verification

• Checkr: Background checks, criminal records, drug testing, ongoing monitoring
• GoodHire: Employment screening, background checks, fast turnaround
• Sterling: Background screening, drug testing, I-9, global checks
• E-Verify: Federal I-9 employment eligibility verification (mandatory for some employers)

When to Use This Skill

Invoke this skill when:

• Processing payroll and ensuring tax compliance
• Setting up employee benefits (health, dental, 401(k))
• Onboarding new hires with proper documentation
• Managing PTO accruals and leave requests
• Ensuring compliance with labor laws (FLSA, FMLA, ADA)
• Conducting performance reviews and goal setting
• Handling employee terminations and offboarding
• Responding to unemployment claims or EEOC complaints
• Setting up HRIS systems and workflows
• Creating employee handbooks and policies

Communication Approach

• Professional, confidential, and empathetic
• Clear explanations of policies, benefits, and procedures
• Compliance-focused while remaining employee-friendly
• Data-driven for payroll, metrics, and reporting
• Neutral and fair in employee relations matters
• Proactive communication about deadlines (open enrollment, reviews, etc.)

Key HR Metrics

Monitor and optimize these critical metrics:

• Time to Hire: Days from job posting to offer acceptance (target <30 days)
• Cost per Hire: Recruiting costs / number of hires
• Turnover Rate: (Departures / Average Headcount) × 100 (benchmark 10-20% annually)
• Retention Rate: 100% - Turnover Rate
• Employee Satisfaction: Survey scores, eNPS (Employee Net Promoter Score)
• Payroll Accuracy: % error-free pay runs (target >99%)
• Benefits Participation: % eligible employees enrolled
• Compliance Violations: OSHA, EEOC, DOL complaints or fines (target: zero)
• Training Completion: % employees completed required training
• Time to Productivity: Days for new hire to reach full productivity

Best Practices

Payroll Processing

1. Consistent Schedule: Bi-weekly or semi-monthly pay periods, same day each cycle
2. Cutoff Deadlines: Clear deadlines for timesheet submission, PTO requests, changes
3. Review Before Processing: Audit hours, deductions, new hires, terminations
4. Direct Deposit: Encourage 100% direct deposit (faster, more secure, lower cost)
5. Pay Stub Access: Electronic access via employee self-service portal
6. Year-End Prep: W-2 review, reconcile payroll to GL, update employee addresses

Benefits Administration

1. Open Enrollment: Annual period (typically November), 30-day window, heavy communication
2. Life Events: Qualifying events allow mid-year changes (marriage, birth, job loss of spouse)
3. Benefits Summary: Clear comparison of plan options, costs, coverage levels
4. Enrollment Confirmation: Provide written confirmation of elections
5. COBRA Compliance: Notify terminated employees within 14 days, track 60-day election window
6. ACA Compliance: Offer coverage to FTEs, file 1094-C and 1095-C forms

Employee Onboarding

1. Pre-Day 1: Send welcome email, prep workspace, IT setup, new hire paperwork (digital)
2. Day 1: I-9 completion (with original documents), W-4, direct deposit, benefits overview
3. Week 1: Orientation, company policies, manager introduction, role training, systems access
4. 30/60/90 Days: Check-ins with manager, performance expectations, feedback
5. Onboarding Survey: Gather feedback to improve process

Compliance

1. Required Posters: Federal/state labor law posters visible to all employees (updated annually)
2. I-9 Retention: Keep for 3 years after hire or 1 year after termination, whichever is longer
3. Record Retention: Payroll records 3+ years, personnel files 7 years, FMLA 3 years
4. FLSA Classification: Correctly classify exempt vs non-exempt, avoid misclassification penalties
5. Harassment Training: Required in many states (CA, NY, etc.), document completion

Performance Management

1. Goal Setting: SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound)
2. Regular 1-on-1s: Weekly or biweekly manager-employee check-ins
3. Annual Reviews: Formal review cycle (Q4 common), tied to merit increases/bonuses
4. 360 Feedback: Include peer/subordinate feedback for managers
5. Documentation: Document performance issues promptly, progressive discipline if needed

Common Workflows

New Hire Onboarding (Pre-Day 1 to Week 1)

1. Offer Acceptance: Signed offer letter, background check initiated
2. Pre-Day 1 Prep: Send welcome packet, new hire paperwork (I-9, W-4, direct deposit, benefits)
3. IT Setup: Create email, provision accounts, order equipment
4. Day 1 Morning: Welcome, office tour, I-9 verification (bring original documents), badge/keys
5. Day 1 Afternoon: Benefits enrollment, handbook acknowledgment, emergency contact
6. Week 1: Orientation sessions, manager intro, role training, assign onboarding buddy
7. HRIS Entry: Add employee to payroll system, benefits platforms, org chart
8. 30-Day Check-In: Manager feedback, HR check-in, address questions

Bi-Weekly Payroll Cycle

1. Monday (Cutoff): Timesheets due, PTO requests submitted, changes finalized
2. Tuesday: Review timesheets, approve hours, address discrepancies
3. Wednesday: Process payroll, review payroll register, verify deductions/taxes
4. Thursday: Submit payroll, generate reports, preview pay stubs
5. Friday: Payday - direct deposits hit accounts, pay stubs available
6. Post-Payroll: GL integration, reconcile, address any payroll issues

Benefits Open Enrollment (Annual)

1. Planning (2 months prior): Finalize plan options, costs, vendor contracts
2. Communication (1 month prior): Announce dates, plan options, decision support tools
3. Enrollment Period (30 days): Employees select plans, benefits team answers questions
4. Reminders: Email/Slack reminders weekly, flag non-responders
5. Final Week: Daily reminders for those who haven't enrolled
6. Enrollment Close: Process elections, send confirmations, update carriers
7. Post-Enrollment: Deduction changes effective Jan 1, provide summary of benefits

FMLA Leave Request

1. Employee Notification: Employee informs manager/HR of need for leave
2. Eligibility Check: 1 year employed, 1,250 hours worked, 50+ employees within 75 miles
3. Provide Forms: Send DOL FMLA forms (notice, certification, designation) within 5 days
4. Medical Certification: Employee submits doctor certification within 15 days
5. Approve/Deny: Notify employee within 5 days of receiving certification
6. Track Leave: Monitor intermittent vs continuous leave, count against 12-week entitlement
7. Return to Work: Reinstate to same/equivalent position, benefits continuation
8. Documentation: Maintain FMLA records separately, confidential

Employee Termination (Offboarding)

1. Manager Notification: Manager informs HR, provides reason (voluntary/involuntary)
2. Final Paycheck: Calculate final pay, accrued PTO payout (check state law for timing)
3. Benefits: COBRA notification (within 14 days), final premium deductions
4. Exit Interview: Schedule with HR, gather feedback (confidential)
5. IT/Security: Disable accounts, collect equipment (laptop, badge, keys)
6. Unemployment: Respond to unemployment claim (typically online)
7. HRIS: Update termination date, status = inactive, document reason
8. Final Documents: Return company property form, non-compete reminder, references policy

Performance Improvement Plan (PIP)

1. Document Issues: Specific examples of performance deficiencies
2. Manager Meeting: Discuss concerns with employee, provide examples
3. Create PIP: 30/60/90 day plan, specific goals, measurable outcomes
4. Weekly Check-Ins: Manager monitors progress, provides feedback
5. Mid-Point Review: Assess progress, adjust if needed
6. Final Review: Met goals = continue employment, did not meet = termination
7. Documentation: All meetings, progress notes, outcome (HR file)

Employment Law Compliance (US)

Federal Laws

• FLSA (Fair Labor Standards Act): Minimum wage, overtime (1.5x for >40 hrs), exempt vs non-exempt
• FMLA (Family Medical Leave Act): 12 weeks unpaid leave (50+ employees)
• ADA (Americans with Disabilities Act): Reasonable accommodations, no discrimination
• EEOC Laws: No discrimination based on race, color, religion, sex, national origin, age (40+), disability
• COBRA: Continuation of health insurance after termination (20+ employees)
• ACA (Affordable Care Act): Offer health insurance to FTEs (50+ employees)
• ERISA: Retirement plan regulations (401(k) fiduciary duties)
• HIPAA: Privacy of health information
• IRS: Payroll tax deposits, W-2/1099 reporting

State-Specific Laws (Vary by State)

• Minimum Wage: Higher than federal in many states (CA, NY, WA, etc.)
• Paid Sick Leave: Mandatory in 15+ states
• Paid Family Leave: CA, NY, NJ, MA, etc.
• Meal/Rest Breaks: Required in some states (CA: 30min meal if >5hrs)
• Final Paycheck Timing: Immediate (CA), next payday (TX), varies
• Harassment Training: Mandatory in CA, NY, CT, DE, ME, etc.
• State Retirement Mandates: Auto-IRA programs (CA, OR, IL, etc.)

Classification Rules

• Exempt (Salaried): Executive, administrative, professional, computer, outside sales (salary >$35,568/year, meets duties test)
• Non-Exempt (Hourly): Must track hours, overtime eligible, meal breaks
• Independent Contractor vs Employee: IRS 20-factor test, ABC test (CA), worker classification audits

Technology Integration

Common Integrations

• Payroll ↔ Accounting: Gusto/ADP ↔ QuickBooks/Xero (GL sync)
• HRIS ↔ Benefits: BambooHR ↔ Employee Navigator (enrollment sync)
• Time Tracking ↔ Payroll: TSheets ↔ QuickBooks Payroll (auto-import hours)
• ATS ↔ HRIS: Greenhouse ↔ BambooHR (new hire data transfer)
• IT ↔ HRIS: Rippling (auto-provision Slack, Google, etc. based on HRIS)

Automation Opportunities

• Onboarding Workflows: Auto-send documents, create tasks, provision accounts
• PTO Accruals: Auto-calculate based on tenure, hire date, hours worked
• Benefits Eligibility: Auto-enroll after 60/90 days, notify employee
• Performance Review Reminders: Auto-notify managers 30 days before due date
• Offboarding Checklists: Auto-create tasks (exit interview, COBRA, equipment return)

Key Performance Indicators (KPIs)

Track these metrics monthly/quarterly:

• Turnover Rate: (Departures / Avg Headcount) × 100 (annual)
• Voluntary vs Involuntary Turnover: Separate metrics, identify trends
• Time to Fill: Days from job opening to start date
• Cost per Hire: Recruiting expenses / new hires
• New Hire 90-Day Retention: % still employed after 90 days
• Benefits Participation: % eligible employees enrolled
• Payroll Errors: % pay runs with errors (target <1%)
• Training Hours: Avg hours per employee per year
• Employee Satisfaction: Survey scores, engagement metrics
• Compliance Incidents: EEOC/DOL complaints, fines (target: zero)

Important Notes

• Payroll tax errors can result in significant penalties (deposit on time!)
• Misclassifying employees as exempt can trigger back pay for overtime
• FMLA and ADA require careful handling (consult employment attorney if unsure)
• I-9 audits are common - ensure proper completion and retention
• State laws often more restrictive than federal (follow most protective law)
• Employee handbooks should be reviewed annually and updated
• Document everything in employee relations matters (he said/she said = no proof)
• Never discuss employee health info outside of need-to-know (HIPAA)
• PEO (Justworks, TriNet) can be cost-effective for <50 employees (better benefits rates)

Refer to the supporting files in this skill directory for detailed compliance checklists, onboarding templates, and payroll processing guides.