Employee Services Team Coordinator

Job Purpose

The Employee Services Team Coordinator provides operational, administrative, and project support across the entire Employee Services function. This role strengthens the team’s efficiency by maintaining documentation, supporting communications, and ensuring timely execution of annual and compliance-driven activities. The Coordinator also serves as an informed first line of response for employee inquiries, escalating only when needed.

Primary Responsibilities:

• Provide high‑level administrative support that enhances team efficiency, organization, and overall operational effectiveness.
• Track and organize the team’s annual calendar, deliverables, and supporting documentation to ensure clear visibility and that deadlines are met.
• Prepare agendas, gather supporting materials, notes, and distribute pre-read content for meetings.
• Facilitate team meetings, ensuring discussions stay on track and all topics are covered.
• Capture meeting notes, decisions, and follow-up actions; track accountability and deadlines.
• Monitor progress and provide support for team projects, acting as a project coordinator to track milestones, address gaps, and keep initiatives on schedule.
• Support the development, documentation, and testing of new processes, procedures, and continuous improvement initiatives.
• Conduct periodic reviews of all Employee Services documentation to ensure accuracy and version control.
• Maintain and organize electronic files and team documentation to ensure accuracy, accessibility, and compliance.
• Coordinate travel arrangements, conference registrations, broker meetings, and serve as the primary calendar coordinator for the team.
• Assist with professional development activities and provide writing, editing, and organizational support for team materials and communications.
• Process and code invoices, ensuring timely and accurate reconciliation with internal systems.
• Support the implementation of new tools, vendors, or processes.
• Collaborate with SMEs to draft and refine communications, ensuring clarity, consistency, and user-friendly language. Edit and prepare communication drafts for review by the Director and Legal.
• Perform additional duties as assigned to support the effectiveness of Employee Services.

Serve as back up for:

• Benefit Orientations
• Office Coordinator and front desk operations as needed
• Shared Inbox administration
• Updating documentation within the HCM (i.e. hubs, onboarding policies)

Qualifications

Education and Experience:

• An Associate’s degree or equivalent course work in Business Administration, Office Administration, Communications, or a related field.
• Minimum of 2 years of experience in an administrative, coordinator, or executive support role preferred.

Knowledge, Skills and Abilities Required:

• Ability to learn quickly, ask good questions, and translate complex topics into simple process steps
• Experience managing shared inbox environments and independently resolving inquiries
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and familiarity with payroll and HRIS software
• Excellent communication and interpersonal skills; Ability to effectively communicate with all levels of the organization
• Ability to work under limited direction
• Excellent accuracy and detail orientation
• Excellent problem-solving capabilities and organizational skills
• Ability to maintain high level of confidentiality
• Ability to prioritize and handle multiple assignments at one time

Working Conditions and Physical Effort:

• Work is normally performed in a typical hybrid office environment
• No or very limited physical effort is required
• No or very limited exposure to physical risk