Purpose
The Human Resources Coordinator provides the day-to-day administrative and transactional support of the HR function, including badging, Form I-9 completion and verification, employee records, and routine employee transactions - for a workforce supporting VIP/VVIP completions, refurbishment, and maintenance operations.
This role also administers contract labor, tracks the HR department budget, coordinates candidate travel, prepares new-hire orientation, and maintains the currency of the department's documentation, including job descriptions, policies, and the HR SharePoint site. Success in this role looks like accurate and audit-ready records, on-time badging and onboarding, discretion with confidential information, and responsive service to employees and hiring managers.
This position reports to the Manager of Human Resources and works closely with hiring managers, Security/Badging, Finance, Payroll, and staffing vendors to support a compliant, well-documented, and fully staffed workforce.
Responsibilities
Badging, I-9, & Onboarding
- Process employee and contractor badge applications, renewals, and deactivations; coordinate fingerprinting, background checks, and issuance with Security and the applicable airport or facility authority, and maintain accurate badge inventory and access records.
- Complete, verify, and retain Form I-9 documentation within required federal timelines, including E-Verify submission, reverification of expiring work authorization, and purge of records past the retention period.
- Prepare for new-hire orientation: assemble materials and new-hire packets, schedule sessions and presenters, coordinate IT/equipment and workspace setup, and confirm first-day paperwork is complete and accurate.
Employee Engagement & On-Site Events
- Coordinate logistics for on-site employee events (town halls, safety days, recognition events, holiday events, training sessions), including scheduling, room setup, and RSVP tracking.
- Serve as point of contact for catering, facilities, and outside vendors supporting employee events.
- Support internal communications for events, including flyers, reminder emails, and sign-up sheets.
Records, File Audits, & Compliance
- Maintain personnel, medical, and I-9 files in secure, appropriately segregated systems in accordance with confidentiality and record-retention requirements.
- Conduct scheduled and ad hoc file audits , personnel files, I-9s, badging records, and training documentation, documenting findings, correcting deficiencies, and reporting results to the Manager of Human Resources.
- Support internal and external audits and regulatory inquiries by researching, compiling, and providing requested records and documentation.
HR Transactions & Applicant Processing
- Process day-to-day employee transactions including new hires, status and pay changes, transfers, separations, and personal-information updates; ensure accurate entry into the HRIS and timely handoff to Payroll and Benefits.
- Process employment applications, monitor the applicant tracking system and recruiting inbox, schedule interviews, initiate pre-employment screening, and generate candidate correspondence.
- Coordinate candidate travel and lodging, including booking, itineraries, and reconciliation of candidate expense reimbursement.
Contract Labor & Budget Administration
- Administer the contract labor program: process requisitions, coordinate with staffing vendors, onboard and badge contract personnel, track assignment start and end dates, and manage offboarding.
- Collect and verify contract labor timesheets, reconcile vendor invoices against approved hours and rates, and resolve discrepancies with vendors and hiring managers.
- Track the HR department budget, including purchase orders, invoices, and monthly actual-versus-plan reporting; flag variances and support annual budget preparation.
Documentation & Communication
- Maintain the HR SharePoint site, ensuring policies, forms, job descriptions, and reference materials are current, correctly versioned, and accessible to the appropriate audiences.
- Maintain the job description library: format documents to the company template, route drafts for manager and HR review and approval, and track the periodic review cycle.
- Support policy and handbook updates, including distribution, acknowledgment tracking, and follow-up on outstanding acknowledgments.
- Maintain strict confidentiality of employee and applicant information; serve employees, candidates, vendors, and customers in a cordial, respectful, and professional manner.
- Participate in required training; and perform other duties as assigned.
Requirements
Required
- High school diploma or equivalent (GED).
- Working knowledge of Form I-9 and E-Verify requirements and of employee record-retention and confidentiality practices.
- Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook) and SharePoint.
- Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
- Strong organizational skills and attention to detail, with the ability to manage multiple deadlines and high-volume transactional work accurately.
- Clear written and verbal communication with employees, managers, candidates, and vendors at all levels.
- Proficient in oral and written English (able to read, write, speak, and understand English, including policies, forms, and compliance documentation).
- Holds a current, valid driver's license.
- Authorized to work in the United States and able to pass applicable pre-employment screening. (This is a non-safety-sensitive position; no DOT/FAA drug-and-alcohol testing applies.)
Preferred
- Associate's or bachelor's degree in Human Resources, Business Administration, or a related field.
- 2-4 years of human resources administrative, coordinator, or comparable records-intensive administrative experience.
- Experience in an aviation, MRO, completions, or manufacturing environment.
- Experience administering airport, SIDA, or secure-facility badging programs.
- Experience with HRIS and applicant tracking systems.
- Experience administering contract labor and coordinating with staffing vendors.
- Experience tracking a departmental budget, purchase orders, and invoice reconciliation.
- SHRM-CP or PHR certification.
Working Conditions
- This position is considered office/indoor work, performed in an office environment, with periodic time in the aircraft hangar, shop, or on the dock as required; considered LIGHT work with frequent lifting up to 20 lbs and occasional lifting up to 50 lbs.
- Almost exclusively indoors during the day and occasionally at night; work surface is stable (flat), with occasional exposure to airborne dust in the workplace. PPE and OSHA/company safety protocols required when in shop or ramp areas.
- Travel not typically required; may occur occasionally to support recruiting, training, or operational needs.
- May require flexible shifts, overtime, weekends, or holidays based on business demand, including support of new-hire orientation and onboarding schedules.
Equal Employment Opportunity
Citadel Aviation, LLC. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, status as a protected veteran, or any other protected status in accordance with applicable federal, state, and local laws.