Employee Services Coordinator

Position Summary

The Employee Services Coordinator supports the delivery of core Human Resources operations by coordinating employee travel, managing expense reconciliation processes, administering HR service workflows, and supporting HR program logistics. This role plays a key operational role in ensuring accurate financial tracking of travel and professional development activities, maintaining HR service systems, and supporting efficient HR service delivery across the organization. The position requires strong organizational skills, financial accuracy, and the ability to manage multiple operational processes that support employees and leaders.

Responsibilities

Primary Position Responsibilities

• Manage employee business travel requests, including travel arrangements, lodging, and registration for conferences and professional development events.
• Serve as the primary point of contact for employees regarding travel logistics and related questions.
• Maintain accurate records of employee conference participation and professional development activities.
• Audit and reconcile travel and conference expense reports to ensure accuracy, policy compliance, and audit readiness.
• Process tuition reimbursement and professional certification reimbursement submissions while ensuring compliance with company eligibility requirements.
• Review and process accounts payable invoices related to travel and professional development activities.
• Monitor and report on company travel and professional development budgets to support financial oversight and cost management.
• Prepare budget variance reports for HR leadership and Corporate Services teams.
• Maintain documentation and receipts in accordance with company policies and financial controls, supporting internal audits and financial reviews.
• Administer the HR Service Delivery system, including management of digital forms and workflow requests submitted by employees and leaders.
• Monitor HR Service Delivery submissions, ensure timely routing and resolution, and maintain data accuracy within the system.
• Identify, recommend, and implement improvements to HR digital workflows and administrative processes to increase efficiency and accuracy.
• Maintain accurate HR records related to travel, reimbursements, and HR service activities.
• Provide administrative and coordination support to HR team members and Corporate Services teams as needed.
• Coordinate logistics for HR events, meetings, and related activities, including facility requests, technology support, and supply coordination.
• Complies with established CoServ safety and operating rules, procedures and guidelines including reporting unsafe practices to a supervisor.
• Complies with established CoServ Information Security Handbook, policies, procedures, and guidelines including reporting suspected information security incidents to Tech Support.

Secondary Position Responsibilities 

• Serves as Logistics Coordinator during Emergency Restoration Plan (ERP).
• Assist with HR projects, audits, and compliance activities related to HR services and reimbursement programs.
• Maintain and update standardized process documentation related to HR operations, travel, reimbursements, and service delivery workflows.
• Plans, organizes, and coordinates Employee morale events.
• Attends CoServ University training as required.
• Performs other duties and activities as directed.

Position Requirements

Education, Experience, and Certifications Required

• High School Diploma or G.E.D equivalency.
• Minimum of two (2) years of administrative experience, including travel coordination and expense reconciliation.

Education, Experience, and Certifications Preferred

• Associate degree or equivalent progressive work experience.

Skills and Abilities Required 

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Service-oriented mindset with a commitment to supporting employees and leaders.
• Ability to work flexible and extended hours as needed or directed.

Skills and Abilities Preferred

• Knowledge of the cooperative business model.

Physical Requirements 

• Operates office equipment such as a computer, telephone, copier, etc.
• Indoor, office environment.
• Ability to lift a minimum of 25 pounds.
• Ability to drive occasionally as needed.
• Ability to sit for long periods of time.
• Requires frequent sitting, standing, walking, bending, and reaching.

Other Requirements

• Must have and maintain a valid Texas driver's license.