HR & Payroll Coordinator

Description

The HR & Payroll Coordinator supports the daily operations of the Human Resources department, with a strong focus on payroll preparation, HR administration, and employee record management. This position plays a key role in assisting the Payroll Manager by ensuring accurate payroll inputs, precise calculations, and thorough documentation. The coordinator also leads the initiative to digitize, organize, and securely maintain employee files, enhancing efficiency and data integrity across the department. The ideal candidate is highly detail-oriented, analytical, and confident working with numbers, while maintaining the highest level of professionalism and discretion when handling confidential information.

Key Responsibilities

• Assist the Payroll Manager with preparing, collecting, and reviewing payroll-related data—including timecard accuracy, pay rate changes, new hire and termination information—and verifying payroll inputs prior to processing.
• Review new hire paperwork for completeness and accuracy before initiating payroll setup.
• Support the maintenance and accuracy of the Time & Labor system by reviewing entries, ensuring approvals, and flagging discrepancies.
• Lead the scanning, indexing, and digitization of physical employee files; maintain organized and compliant electronic personnel records.
• Maintain HR documentation, process paperwork, and compliance records according to company standards.
• Assist with employee performance evaluation reminders and tracking (e.g., 90-day, annual cycles).
• Support employee onboarding logistics, including document collection, system updates, and compliance checklists.
• Assist with employee apparel orders and annual distribution.
• Assist with vehicle compliance tracking for company-issued vehicles.
• Collaborate with HR team members and leadership to support various administrative HR tasks.
• Maintain compliance with federal, state, and local employment regulations through accurate documentation and recordkeeping.
• Travel between company locations as needed.
• Perform other duties as assigned.

Requirements

Qualifications & Skills

• Bachelor’s degree in HR, Business Administration, or equivalent experience
• 3–5 years of HR and payroll experience
• Familiarity with ATS and payroll systems; experience with Paylocity is a plus
• Strong communication and organizational skills
• Proficiency in Word, Excel, and PowerPoint
• Detail-oriented with the ability to maintain confidentiality
• Able to work independently and handle multiple tasks efficiently
• Valid driver’s license and reliable transportation

Physical Requirements

• Frequent computer and office equipment use
• Ability to sit for extended periods
• Use hands/fingers for typing and paperwork
• Lift and carry up to 15 lbs (e.g., HR documents, training materials)

Benefits

GROUP HEALTH INSURANCE: After a 30-day waiting period, full-time employees (who work at least 30 hours per week) and their dependents, are eligible to enroll in health benefits utilizing the Cigna network.  Health options include a choice of 2 PPO plans or a High Deductible Health Plan with employer contributions to a Health Savings Account (HSA). In addition, Dental benefits are available as well as a Vision PPO plan utilizing the EyeMed network. Proven also offers voluntary worksite benefits including critical illness, hospital indemnity, accident coverage, short-term disability insurance, supplemental life and pet insurance. Additional offerings include an employee discount program, home and auto insurance services and commuter/transit FSA. 

EMPLOYER PROVIDED LIFE/AD&D INSURANCE:  After a 30-day waiting period, Proven IT provides a flat $25,000 Life Insurance benefit, administered by BlueCross BlueShield, to all full-time employees (who work at least 30 hours per week). Accidental Death & Dismemberment (AD&D) benefit payments are determined based on the type of loss incurred and are payable up to the full Life Insurance benefit amount. Life and AD&D Insurance coverage amounts are reduced at ages 65, 70 and 75.

EMPLOYER PROVIDED LTD: Long-Term Disability (LTD) insurance is an employer-provided benefit and provides protection from loss of income in the event that an employee is unable to work due to illness, injury, or accident for a long period of time.  The elimination period is 90-days, and the maximum benefit is 60% of covered payroll up to $6000/month. This benefit is paid entirely by Proven IT and has no cost to the employee.

EMPLOYEE ASSISTANCE PROGRAM: All employees may utilize the Disability Resource Services through BlueCross BlueShield of Illinois to assist themselves and their immediate family with convenient resources to help address emotional, legal and financial issues. Telephonic counseling and web-based services are available as well as a limited number of geographically accessible face-to-face sessions.

401K PLAN: All employees are eligible after 120 days of service to contribute on either a pre-tax or post-tax (Roth) basis to the 401K plan, administered by Principal Financial Services. Proven offers an employer match equal to 100% of the first 3% of deferrals plus 50% of the next 2% of deferrals. 

FINANCIAL ADVISORY SERVICES:  Proven IT partners with Merrill Lynch to offer financial advisement to all employees. Merrill Lynch financial advisors are available to assist employees at no cost, with their 401k and retirement questions.  

PERMISSIVE TIME OFF POLICY: Proven provides a competitive paid time off policy for all full-time regular employees after a 90-day waiting period. Proven IT empowers their employees to work with their managers and team to coordinate all time off. Managers may impose a limit to requests for time off based on performance and tenure.

PARENTAL LEAVE: Proven IT offers a generous parental leave policy for new parents. After 24-months of employment, Proven provides full-time regular employees with 90-days of paid Maternity leave and 10-days of paid Paternity leave. Employees with less than 24-months of service may take the same amount of unpaid time off.

FITNESS CENTER:  Proven IT offers a free on-site fitness center at the Tinley Park headquarters office location to all employees 24/7 Monday through Sunday. Employees utilize the gym equipment at their own risk.

Proven IT is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and welcome applicants from all backgrounds. All employment decisions are based on qualifications, merit, and business needs. If you need assistance or accommodation during the hiring process, please contact us.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.  

Salary : $60,000 - $70,000