HR Operations Coordinator

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a growing dental support organization supporting approximately 54 dental practices and more than 500 employees across multiple locations. They are an established, forward-thinking organization dedicated to delivering top-tier services and community-driven initiatives, empowering their team with modern tools and hands‑on opportunities to build impactful multi-channel marketing campaigns.

About the Role

The HR Operations Coordinator provides administrative and operational support to the Human Resources team. This position plays a key role in coordinating employee lifecycle activities, maintaining accurate employee records, monitoring deadlines, managing HR workflows, and ensuring assigned responsibilities are completed accurately and on time.

Work hours: Pending (Must have significant overlap with U.S. Eastern Time business hours)

Work set-up: Remote

What you’ll do

• Employee Onboarding and Offboarding
  • Coordinate administrative onboarding activities for new employees across multiple locations.
  • Monitor completion of new-hire documentation, onboarding checklists, and required forms.
  • Track employee status changes, transfers, and separations.
  • Coordinate offboarding checklists and confirm completion of assigned activities.
  • Identify and escalade incomplete or overdue employee lifecycle tasks.
• HRIS and Paycom Administration
  • Assist with administrative HRIS workflows using Paycom.
  • Maintain employee data and update records within authorized access levels.
  • Monitor outstanding tasks, incomplete records, and pending approvals.
  • Generate standard HRIS reports and identify missing or inconsistent information.
  • Maintain tracking logs for HRIS-related issues, requests, and resolutions.
  • Support HRIS data audits and process improvement initiatives.
• Benefits and Retirement Plan Administration
  • Track employee benefit enrollment deadlines, outstanding documentation, and administrative requests.
  • Coordinate follow-up with benefits vendors and internal stakeholders.
  • Maintain retirement plan administration calendars and track required deliverables.
  • Assist with tracking 401(k) contribution reporting and reconciliation activities under HR or Finance supervision.
  • Flag discrepancies, missing information, and unresolved vendor issues promptly.
  • Maintain accurate records of vendor communications and completion confirmations.
• HR Reporting and Analytics
  • Prepare and maintain recurring HR reports and dashboards, including:
    • Employee headcount by location and department.
    • New hires, terminations, and transfers.
    • Employee turnover and vacancies.
    • Overtime and attendance trends.
    • Onboarding and offboarding status.
    • Outstanding HR service requests.
    • Upcoming compliance and certification deadlines.
  • Ensure reports are accurate, current, and delivered according to established schedules.
• Compliance and Employee Records
  • Maintain organized electronic employee records in accordance with company procedures.
  • Monitor employee certifications, licenses, and required training deadlines.
  • Support personnel file audits and documentation reviews.
  • Track policy acknowledgments and required employee forms.
  • Escalate incomplete or overdue compliance-related items to HR leadership.
• Recruitment Coordination
  • Schedule candidate interviews and coordinate interview logistics.
  • Maintain applicant tracking records and candidate status updates.
  • Communicate with candidates regarding scheduling and administrative next steps.
  • Support pre‑employment screening coordination and onboarding transitions.
  • Maintain recruiting activity reports and open‑position trackers.
• HR Administrative and Operational Support
  • Monitor and organize incoming HR requests through approved communication channels.
  • Maintain shared HR calendars, task trackers, and recurring deadlines.
  • Follow up with employees, practice managers, vendors, and internal stakeholders on outstanding administrative items.
  • Prepare routine HR correspondence using approved templates.
  • Maintain HR standard operating procedures, checklists, and process documentation.
  • Support special projects and process impro