HR Coordinator

SmartBug Media is the most decorated HubSpot agency, recognized as a leader in crafting digital solutions that empower organizations to thrive across the entire customer lifecycle. From marketing and sales to revenue operations, customer success, and e-commerce, we combine sound strategies, cutting-edge AI, and digital innovation to deliver solutions that de-risk the future and drive sustainable growth.

With a fully remote team of over 250 professionals, we excel at creating intelligent web and digital ecosystems—from corporate websites to complex web applications—seamlessly integrated with AI-powered solutions. By aligning SmartBug's expertise with our clients' unique business realities, we build scalable, innovative tools that become engines for growth, setting the course for long-term success.

We are looking to add to our dynamic, dedicated, and talented team with a top-notch Human Resources Coordinator with a great work ethic who thrives in organizations that are evolving and leading the way we do marketing.

The Human Resources Coordinator plays a vital role in ensuring the smooth and efficient functioning of HR processes. The Human Resources Coordinator provides administrative support across the human resource function. This role requires specific attention to detail in regards to coordinating and administering HR resources, as well as the ability to properly handle confidential employee and company information. 

Responsibilities and Duties:

Recruitment & Onboarding: 

- Assists with the recruitment process, including ATS (Lever) administration, interview and assessment coordination and scheduling, and candidate communication

- Prepare offer letters and new hire paperwork administration

- Pre-board new hire communications and processes, including background check process

- Facilitate onboarding process for new employees, including conducting orientation, manager training, setting up task lists in Teamwork, etc. 

- Ownership of I-9 compliance and eVerify process 

- Monitor careers inbox 

- Maintain job descriptions, ensuring accurate and up-to-date job descriptions for each role 

Benefits: 

- First point of contact for benefits questions, escalating as necessary 

- Assist with annual enrollment

- Assist with, conduct, or coordinate benefits trainings and eduction 

- Assist with leave of absence and accommodations requests and processes 

Payroll: 

- Process employee change actions, including terminations, promotions, status changes, transfers, etc. 

- Monitor mail inbox 

- Assist with bi-monthly payroll processing 

Administration: 

- Maintain accurate and up-to-date employee records

- Responsible for HR mail, including opening, distributing, and actioning as appropriate 

- Prepare ad hoc reports and presentations 

- Manage HR calendar, employee birthday and anniversary lists, employee information sheet, HubDB table, etc. 

- Maintain onboarding and offboarding tracker 

- Maintain HR items in shared folders, Paylocity,  Tettra, Google Workspace, etc. 

Communications & Culture:

- First point of contact for employees for employee inquiries, escalating as appropriate 

- Ordering employee gifts, swag, etc. 

- Sending and/or posting HR communications, trainings, documentation, and surveys 

- Assist with planning of company events, activities, etc.

Compliance: 

- Ownership of Labor Law Poster compliance

- Assist with audits and compliance reviews, and reporting 

- Conduct sick time and timecard audits 

- Assist with Worker Compensation processes 

Other:

- Other responsibilities as assigned

- Complies with all local, state and federal laws and regulations 

- Complies with all company policies 

- Keeps all relevant information confidential 

Requirements:

- BA in Human Resources and/or SHRM-CP and/or at least 1 year of relevant HR experience

- Proven ability to manage multiple projects and consistently meet deadlines

- Excellent organizational and time management skills 

- Outstanding detail orientation 

- Strong communication skills, with the ability to effectively communicate across all levels of an organization

- Ability to quickly learn new systems and processes

- Passionate about learning and developing across all areas of HR 

- Proficiency in Google Suite including Gmail, Sheets, Docs, Slides, Drive, etc. 

- Excited and able to work remotely 

Benefits and Perks:

- Health insurance with company contribution

- Paid maternity and paternity leave

- Paid Time Off Paid Sick Time, including extra birthday day off 

- 4 week paid sabbatical every 5 years of employment

- Monthly remote work allowance

- 401(k) with employer matching

- Flexible Spending and Health Savings Accounts available 

- Company-funded Short-Term Disability and Life Insurance

- Long-Term Disability, Pet Insurance, Accident, Critical Illness and Hospital Indemnity plans available 

- Training budget, including role specific book reimbursement 

- The flexibility of working remotely

- MacBook Air issued to you at time of hire