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 wit…