We are currently seeking a highly organized, proactive, and detail-oriented HR Coordinator (HR Operations & Support) to join our team and support our partner company, Orchestra. Orchestra operates within a network of eight strategic communication and marketing agencies, including BerlinRosen, Derris, Glen Echo Group, Inkhouse, Message Lab, M18, Onward, and Brightmode Talent. Collectively, they boast nearly 700 storytellers and strategists across 12 cities in North America and Europe. 

As an HR Coordinator, you will serve as the first point of contact for employee HR inquiries while coordinating key HR administrative processes throughout the employee lifecycle. You will be responsible for managing the HR Zendesk ticketing system, supporting onboarding and offboarding activities, maintaining employee records, processing HR transactions, ensuring compliance, and collaborating with cross-functional teams to deliver an exceptional employee experience. 

Key Responsibilities:

HR Help Desk & Employee Support

• Manage the HR Zendesk ticketing system and respond to employee inquiries in a timely manner.
• Triage and resolve employee requests related to benefits, payroll, onboarding, policies, HR systems, and general HR questions, escalating complex issues as needed.
• Provide clear, professional, and empathetic communication to employees and identify opportunities to improve HR processes and knowledge resources (HR FAQs, automated responses, and support workflows)

Onboarding & Offboarding Administration

• Coordinate onboarding activities for new hires and interns.
• Prepare offer letter information and onboarding documentation.
• Manage background screenings, I-9 verification, onboarding trackers, and employee records.
• Partner with Talent Acquisition, Payroll, IT, and hiring managers to ensure a smooth onboarding experience.
• Coordinate employee and intern offboarding, including terminations, HRIS updates, record retention, equipment return, and exit processes.
• Maintain separation records and support internship completion activities.

HR Administration & Employee Records

• Process employee transactions, including salary changes, promotions, transfers, and job title updates.
• Maintain payroll tracking calendars and HR administrative spreadsheets.
• Upload and maintain employee documentation within digital personnel files.
• Maintain accurate employee records while ensuring confidentiality and data integrity.
• Conduct regular audits of employee files and establish compliant digital recordkeeping practices.

Employment Verification & Compliance

• Process employment verifications and support immigration-related documentation.
• Assist with HR audits and ensure compliance with federal, state, and company requirements, including labor law postings.

HR Systems & Reporting

• Maintain HRIS data across systems, including Paylocity, Greenhouse, and Replicon.
• Generate HR reports, maintain operational trackers, and ensure data integrity.

Training & HR Programs

• Coordinate annual compliance training, including harassment prevention training.
• Provide administrative support for HR initiatives, compliance programs, and employee communications.
• Assist with ongoing HR projects and continuous process improvement initiatives.

Requirements:

• 2+ years of HR administration, HR operations, customer service, or help desk experience, preferably in a large or multi-entity organization.
• Familiarity with ZenDesk (or similar ticketing systems) is highly preferred.
• Strong organizational and multitasking skills with a high level of attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating effectively across HR, Payroll, Talent Acquisition, Benefits, IT, and Operations.
• Experience handling confidential employee information with discretion.
• Experience working with HRIS platforms such as Paylocity; Greenhouse and Replicon experience is a plus

We offer:

• Full-time, remote work
• Working hours: Monday to Friday, start from 2pm or 3pm CET
• Private Health Insurance from day 1
• Timely and organized performance review
  
  

If this seems like the right job for you, we invite you to submit your resume in English. Please keep in mind that resumes in other languages might not be considered.