Staffing & Time Coordinator

Responsible for the administration and processing of field new hires, time reporting, contracts, invoicing, work records, personnel files, and associated documentation. This role performs general office functions to support Operations. Responsibilities include utilizing UKG for employee onboarding and employee management activities and ExakTime for field employee timekeeping and payroll reporting. Specific duties vary based on the needs of the branch and supervisor.

Role and Responsibilities

Employee Onboarding & HR Administration

• Coordinate and process field applicants and new hire onboarding using UKG, including entry and maintenance of employee records
• Manage employee documentation and personnel files to ensure accuracy and compliance with company standards
• Coordinate pre-employment requirements including drug screenings, background checks, and required training
• Complete and maintain I-9 documentation in compliance with federal requirements

Timekeeping & Payroll Support

• Collect, review, and process field employee time using ExakTime for weekly payroll submission
• Identify potential payroll discrepancies and coordinate corrections when necessary
• Maintain accurate records of work hours and supporting documentation

Branch Administrative Support

• Provide administrative assistance to branch leadership as directed
• Review operational files and documentation for completeness and accuracy
• Assist in preparing and processing company contracts and related documentation
• Maintain logs for document amendments, cancellations, and updates
• Support invoicing activities, including distribution of contract correspondence and return confirmations
• Contact customers regarding outstanding invoices, including accounts exceeding 90 days past due
• Compare incoming documents with existing records to verify accuracy
• Maintain organized filing systems and ensure proper documentation retention

Office Operations

• Operate standard office equipment and maintain administrative office functions
• Manage incoming calls and route inquiries to the appropriate personnel
• Maintain accurate company database records and assist in the management of vendor and customer correspondence

Safety & Compliance

• Maintain a safe and compliant work environment by adhering to company and customer safety standards and legal requirements
• Identify and report potential hazards or safety concerns
• Perform other duties as assigned

Core Competencies

• Attention to Detail
• Organization & Record Management
• HRIS & Systems Proficiency
• Payroll & Timekeeping Accuracy
• Communication & Customer Service
• Confidentiality & Professional Integrity
• Problem Solving & Initiative
• Compliance Awareness

Qualifications and Education Requirements

• High school diploma or equivalent required; Bachelor’s degree preferred
• Minimum two (2) or more years of administrative or office support experience
• Experience working with HRIS systems (preferably UKG) and timekeeping platforms such as ExakTime preferred
• Proficiency with Microsoft Office applications, particularly Excel and Outlook
• Strong organizational, communication, and record-management skills

Physical Requirements

This position primarily performs sedentary office work and requires the ability to:

• Sit for extended periods while working on a computer and performing administrative tasks
• Use hands and fingers to operation a keyboard, mouse, telephone, and other office equipment
• View computer screens for prolonged periods while reviewing documents and entering data
• Occasionally stand, walk, bend, or reach to retrieve files or documents
• Ability to lift or carry office materials or files up to 25 pounds occasionally
• The employee must be able to perform the essential functions of the job with or without reasonable workplace accommodation.

The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required. This includes hard hat, safety glasses/spoggles, respirators, ear plugs, steel toed shoes, or other protective equipment as required by the work performed and location the work is being done.

The Company expects and requires all employees to observe and fulfill all safety responsibilities as outlined in workplace safety training, and actively work toward maintaining a safe workplace. Failure to do so can result in disciplinary action, up to and including termination of employment. Regular attendance and punctuality are required of all employees.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employment at Thorpe Specialty Services Corporation is on an “at-will” basis. There is no contract of employment between Thorpe Specialty Services Corporation and anyone or all its employees unless explicitly stated elsewhere. Employment security cannot be guaranteed for or by any employee.

No Manager, Supervisor, or employee of the Company has any authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will.

Thorpe Specialty Services Corporation and its affiliates provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.