HR Coordinator

Job Summary:

Fortis Fire & Safety is seeking an HR Coordinator to join our team in Schaumburg, IL. The HR Coordinator serves as a key operational partner within the Corporate Human Resources department, playing a central role in supporting daily HR functions. Reporting to the Senior HR Generalist, this role leads the new hire onboarding and orientation experience, processes employee documentation and status changes, and coordinates cross-functionally to ensure alignment with HR processes and policies. The HR Coordinator also contributes to process improvement initiatives and provides support for talent acquisition activities as business needs arise. This position collaborates closely with Branch Operations, Finance, and the broader HR team to ensure all Human Resources records are maintained in a timely, accurate, and compliant manner.

Schedule:

Monday to Friday, 8:00 a.m. – 5:00 p.m. (in-office). Additional hours may be required as needed.

Essential Duties and Responsibilities:

• Lead the end-to-end onboarding process for all new hires, including coordinating orientation sessions, facilitating introductions, and ensuring a consistent and welcoming experience from day one.
• Manage new hire system setups, including HRIS enrollment, account creation, and access provisioning across relevant platforms prior to each employee's start date.
• Serve as the primary point of contact for new employees during the onboarding period, providing guidance, answering questions, and ensuring all required documentation is collected and processed accurately.
• Collaborate with recruiters and hiring managers to ensure a smooth handoff from offer acceptance through onboarding completion.
• Support daily HR operations and serve as a reliable resource for employees and managers navigating HR processes and policies, including coordinating requests via HR Service Delivery and the HR shared inbox. Respond to inquiries within 1-2 business days.
• Process employee status changes including promotions, compensation adjustments, transfers, and both voluntary and involuntary terminations; coordinate with relevant stakeholders to ensure timely and accurate execution.
• Conduct exit interviews and ensure constructive feedback is gathered and communicated effectively to HR leadership.
• Support administration of leaves of absence (FMLA, STD, ADA, etc.), including managing and following up on paperwork requests, submission to carriers, and coordination with the HR Operations Lead for benefits and systems updates.
• Track payroll changes and assist with HR reporting for the Senior HR Generalist.
• Support benefits administration tasks, including enrollments and updates, as needed.
• Communicate professionally with branch operations across all locations to support HR needs.
• Manage, organize, and upload employee records and HR documentation with a high degree of accuracy and attention to compliance requirements.
• Develop and maintain Standard Operating Procedures (SOPs) to support consistency and clarity across HR functions; proactively identify and communicate workflow improvement opportunities to HR leadership.
• Assist with HR audits by gathering required documentation and ensuring employee records are complete, current, and compliant.
• Maintain and update process documentation and how-to guides; identify opportunities to streamline workflows and improve data integrity, reporting accuracy, and overall system efficiency.
• Assist with talent acquisition activities on an as-needed basis, including candidate coordination, interview scheduling, and administrative support throughout the recruitment process.
• Maintain accurate candidate and employee data in ATS and HRIS systems.
• Assist with and participate in HR projects, policy implementation, and compliance-related activities as assigned.
• Perform all other duties as assigned.

Required Skills & Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field.
• 1-4 years of relevant experience in an HR Coordinator, Onboarding Coordinator, HR Operations, or similar office support role.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
• Experience working with HRIS systems; ability to learn and navigate new platforms and contribute to system improvement efforts.
• Excellent written and verbal communication skills, with the ability to coordinate effectively across departments.
• High attention to detail and commitment to accuracy in documentation, record-keeping, and data management.
• Ability to handle sensitive and confidential information with integrity and discretion.
• Proactive, self-motivated, and customer service-oriented, with the ability to take ownership of core responsibilities while remaining open to supporting broader HR functions and evolving business needs.
• Ability to read, analyze, and interpret general business documents, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, and customers.
• Ability to solve practical problems and deal with a variety of variables.

Preferred Qualifications

• Experience with field service and/or multi-state operations support.
• Bilingual in English and Spanish
• Familiarity with HR compliance across multiple states (IL, CA, FL, NC).