Human Resource Coordinator

Description

JOB TITLE: Human Resource Coordinator

DEPARTMENT: Human Resources

REPORTS TO: Director of Human Resources

FLSA STATUS: Exempt

Bay Cities, an Employee-Owned Company, is the leading creative packaging and display partner to brand marketers, retailers, and e-commerce. Our passion, experience, technology and consumer insights move product and drive sales.

Our Mission

Our Passion Powers Your Product

Our Values

Creativity: Our ideas create Client success.

Passion: We have heart with a Customer Service attitude.

Integrity: We honor our business & planet with sustainable practices.

Responsible: We own it!

Safe: Our safe work habits protect us all.

Fun: We take our work seriously- not ourselves

Summary

The Human Resources Coordinator supports and facilitates a broad range of HR Functions across all business locations, with primary focus on benefits administration, onboarding coordination, training and development coordination and leave of absence management. This role is a key liaison between employees, management, and benefits providers and plays an essential role in ensuring regulatory compliance and high-quality employee experience. The coordinator must be organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining confidentiality and providing exceptional customer service.

JOB FUNCTION/PURPOSE

Onboarding & Employee Experience

• Coordinate new hire onboarding and orientation process for union and nonunion employees including new hire paperwork, setup, scheduling, and swag bags.
• Maintain and update mandatory workplace postings across all work locations.
• Maintain monthly employee recognition programs (birthdays, anniversaries, PowerPoint, etc.).
• Support employee engagement activities and company-sponsored events.
  
  

Benefits Administration

• Administer employee benefits including medical, dental, vision, life, disability, wellness, and voluntary plans.
• Act as liaison between employees and third-party administrators, brokers and carriers.
• Process benefit enrollments, terminations, and life event changes through HRIS and benefits platforms.
• Host Monthly Lunch and Learns for Non Union and Union Employees.
• Reconcile benefits invoices and audit payroll deductions for accuracy.
• Ensure legal compliance with HIPAA, COBRA, FMLA, ERISA, ACA, and other applicable laws.
• Support 401(k), ESOP, and pension plan administration, including compliance testing and 5500 filings.
  
  

HRIS, Compliance & Reporting

• Maintain employee records in accordance with company policy and document retention guidelines.
• Ensure accurate and timely data entry in HRIS systems and learning management platforms.
• Prepare reports, presentations, and HR-related metrics.
• Support audits, and compliance-related documentation.
• Submit required compliance reports (EEO-1, ACA, 5500s).
  
  

Other Support Duties

• Participate in regularly scheduled HR team meetings and cross-functional planning sessions.
• Collaborate with Safety and HR partners on Return-to-Work cases and workplace safety practices.
• Assist with I-9 processing, audits, and maintenance of related documentation.
• Manage wellness program, biometrics and fall flu shot fair.
• Plan various company events (State of the Bays, Company Picnic, Halloween, Christmas Party).
• Assist in other areas as needed.
  
  

Education, Experience & Competencies

• Bachelor’s degree in business or human resources required
• 1-3 years of HR Coordinator experience with a focus on benefits administration.
• Hands-on experience with HRIS systems and benefits enrollment platforms preferred.
• Knowledge of benefit laws and programs including ERISA, COBRA, HIPAA, FMLA, ACA, 401(k), and section 125.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent verbal/written communication skills and customer service. Must be comfortable presenting.
• Strong interpersonal, analytical, and problem-solving capabilities.
• Detail-oriented and able to maintain strict confidentiality.
• Ability to work efficiently under pressure and manage multiple tasks with competing deadlines
• Must have a strong sense of urgency.
  
  

Core Competencies

• High ethical standards. Models and supports organization’s goals and values; adapts to changing conditions; demonstrates persistence and overcomes obstacles. Consistently conducts themselves in an honest and trustworthy manner. Does not pursue their own individual objectives to the detriment of company goals. Sets an example for others to follow. Does the right thing.
• Demonstrates energy and passion about what they do and knows how to balance work and fun. Is generally optimistic and upbeat; fun to be around. Has a strong belief and zeal for the industry, the job, and the company. Conveys energy and intensity at work with a capacity for keeping others enthusiastic and involved.
• Operates with a customer service orientation internally and externally. Works to positively build the Bay Cities brand in everything he/she does. Builds strong, positive relationships with all stakeholders.
• Acts as an owner of the business and instills that same attitude and level of action in others. Is proactive in taking responsibility for all outcomes/results and avoids ‘pointing fingers’. Helps to create and maintain a strong feeling of belonging in the immediate and overall team.
• Regularly involves others in decisions that affect their job or work environment. Demonstrates co-operation and trust with colleagues and teams across organizational boundaries. Participates as a team player and establishes strong working relationships to deliver positive results.
• Strong project management skills, including the ability to prioritize, balance, and manage multiple efforts with strong results/goal orientation. Uses time effectively, prioritizes and organizes work flow; can orchestrate multiple activities at once. Agility and personal adaptability with the ability to successfully manage multiple priorities with a high sense of urgency in a rapidly changing environment.
• Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work. Learns quickly when facing new problems; a relentless and versatile learner; open to change; strives for continuous improvement of self and processes.
• Excellent communication (oral and written) and interpersonal skills with the ability to convey information and ideas in a variety of media, tactful, confident, at all levels, internal and external. Must have strong interpersonal skills and ability to manage multiple projects in a rapidly changing environment.
  
  

Other

• US Persons Only (US citizens, lawful permanent residents, refugee or asylee – all require proper identification and documentation).
• Up to 25% travel required.
• Physical and Environmental Requirements: While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision.
• Work environment includes front-office and manufacturing in California. The noise level in the work environment is usually moderate.
• Pre-Employment Verifications: Must pass background and reference checks, drug screen, and physical examination prior to employment.