Human Resources Coordinator

Overview:
Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking a Human Resources Coordinator to join our team in Tulsa, Oklahoma. The HR Coordinator provides comprehensive coordination and administrative support to the Human Resources department while serving as a key resource for employees, candidates, managers, and visitors. This position coordinates recruiting and onboarding activities, maintains employee records, supports HR processes, prepares reports, and assists with employee communications and HR initiatives.

The HR Coordinator will regularly communicate with both English- and Spanish-speaking employees and candidates. Bilingual English/Spanish communication skills are required to effectively support the workforce, explain HR processes, assist with recruiting and onboarding, and facilitate communication between employees and the HR department.

Essential Duties and Responsibilities

Human Resources Coordination

· Coordinate day-to-day HR activities and administrative processes.

· Serve as a point of contact for employees regarding routine HR questions and requests.

· Provide HR support and communication in both English and Spanish.

· Assist employees with understanding HR policies, procedures, forms, and processes in their preferred language.

· Coordinate employee meetings, HR appointments, orientations, training, and other HR activities.

· Maintain accurate and confidential employee records and personnel files.

· Ensure required employee documentation is collected, completed, and properly maintained.

· Enter and update employee information in the HRIS and other HR systems.

· Assist with employee file audits and follow up on missing or incomplete documentation.

· Prepare HR correspondence, forms, reports, spreadsheets, and other documentation.

· Assist with HR projects, initiatives, and process improvements.

· Provide support to HR leadership and other HR team members as needed.

Recruiting & Pre-Employment Coordination

· Coordinate recruiting activities for hourly and salaried positions as assigned.

· Maintain job postings and assist with updating positions on recruiting platforms.

· Communicate with candidates in both English and Spanish throughout the recruiting process.

· Coordinate candidate interviews and communicate scheduling details to candidates and hiring managers.

· Maintain accurate candidate information and status updates in the applicant tracking system.

· Explain recruiting and pre-employment requirements to candidates in English and Spanish.

· Coordinate pre-employment requirements, including background checks, drug testing, physical examinations, hearing tests, and other required screenings.

· Monitor completion of pre-employment requirements and follow up on outstanding items.

· Coordinate offer letters, new-hire paperwork, and start-date information.

· Assist with recruiting events, job fairs, hiring events, and other talent acquisition activities.

· Support recruiters and hiring managers with candidate communication and follow-up.

· Help ensure a professional and positive candidate experience.

New Hire & Onboarding Coordination

· Coordinate new-hire onboarding activities from offer acceptance through the employee's first day.

· Provide onboarding instructions and information in both English and Spanish.

· Assist with new-hire orientation and ensure employees understand company policies, procedures, and expectations.

· Ensure required employment documentation is completed and received.

· Coordinate orientation schedules and onboarding activities.

· Communicate new-hire information and start dates to appropriate departments.

· Assist with preparation of onboarding materials, badges, access, equipment, and other items as applicable.

· Maintain accurate new-hire tracking and onboarding records.

· Follow up with new employees and HR team members regarding outstanding onboarding requirements.

Employee Relations Support

· Assist HR team members with employee relations matters and documentation as directed.

· Provide basic HR communications and information to Spanish-speaking employees.

· Assist with translating or communicating HR information, policies, forms, and announcements when appropriate.

· Support HR investigations and employee meetings as directed.

· Prepare documentation for disciplinary actions, coaching, investigations, and other employee-related processes.

· Maintain confidentiality regarding employee concerns, investigations, performance matters, and other sensitive information.

HR Reporting & Compliance Support

· Maintain accurate HR reports, spreadsheets, and tracking tools.

· Assist with tracking attendance, turnover, recruiting activity, onboarding, training, certifications, and other HR metrics.

· Prepare routine reports for HR leadership and management.

· Assist with HR audits and compliance-related documentation.

· Monitor assigned HR processes to ensure required documentation and deadlines are completed.

· Maintain organized electronic and physical HR records.

Employee & Visitor Experience

· Serve as backup to the HR Assistant to cover lunch break or absences.

· Greet employees, candidates, visitors, vendors, and guests in a professional and welcoming manner.

· Serve as a positive first point of contact for the Human Resources department.

· Answer and direct incoming calls and HR-related inquiries.

· Provide assistance to English- and Spanish-speaking employees, candidates, and visitors.

· Assist with employee events, recognition activities, and engagement initiatives.

Qualifications

Required

· High school diploma or equivalent.

· 2+ years of experience in Human Resources, recruiting, administration, or a related field.

· Fluent bilingual English/Spanish verbal and written communication skills are required.

· Ability to effectively communicate HR information, policies, procedures, and employment-related information in both English and Spanish.

· Strong organizational and time-management skills.

· Excellent verbal and written communication skills.

· Strong attention to detail and accuracy.

· Ability to handle confidential and sensitive information professionally.

· Proficiency with Microsoft Office, including Word, Excel, and Outlook.

· Ability to learn and effectively use HRIS and applicant tracking systems.

· Ability to manage multiple priorities and meet deadlines.

· Strong customer service and interpersonal skills.

Preferred

· Previous experience in a manufacturing or industrial environment.

· Experience with high-volume hourly recruiting.

· Experience with employee onboarding and pre-employment screening.

· Experience with HRIS and applicant tracking systems.

· Experience providing HR support in a bilingual workforce.

Core Competencies

· Bilingual Communication: Effectively communicates HR information in both English and Spanish.

· Organization & Coordination: Effectively coordinates multiple HR processes, schedules, and deadlines.

· Communication: Communicates professionally and respectfully with employees, candidates, managers, and external contacts.

· Confidentiality: Protects sensitive employee, candidate, and company information.

· Attention to Detail: Maintains accurate records, reports, and documentation.

· Follow-Through: Takes ownership of assignments and ensures tasks are completed timely.

· Customer Service: Provides responsive and professional support to employees and candidates.

· Problem Solving: Identifies issues and works proactively to resolve or escalate them.

· Teamwork: Works collaboratively with HR team members, managers, and other departments.

· Professionalism: Represents Hayden Industrial positively in all interactions.

Supervisor Responsibility:
This position has no supervisory responsibilities.

Work Environment:
This job primarily operates in a professional office environment. This role uses standard office equipment. When in the manufacturing facility, all employees are required to wear personal protective equipment to include/hearing protection, and safety glasses with side shields, and OSHA compliant safety boots/shoes.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing duties of this job, the person in this position might remain stationary for long periods of time, while operating a computer and other office machinery. This position needs to occasionally move about inside the office to access filing cabinets and operate office machinery.

The employee might occasionally lift or move objects up to 25 pounds.

On occasion, the employee may be required to visit the shop that is a non-temperature-controlled environment with loud noises, dust, dirt, and metal particles that are usually associated with metal fabrication shops.

Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel:
Travel to other local facilities may be required.

Benefits:
Hayden Industrial offers a generous benefits package including comprehensive health, dental, vision, 401(k) retirement plan with company match, a generous paid time off schedule, and professional development opportunities.

AAP/EEO Statement:
Hayden Industrial is an equal employment opportunity employer. Hayden Industrial recognizes and embraces federal legislation on equal employment opportunity and is committed to providing a workplace free of discrimination. All applicants for employment and all employees will be afforded equal opportunity and treatment, regardless of age, race, religion, gender, national origin, disability status or other protected status. All employees are responsible for complying with all applicable Federal, State and Local Laws, rules and regulations regarding non-discrimination practices.