HR Coordinator

Company Description

TVG-Medulla is seeking an organized and dependable HR Coordinator to support daily HR operations across our corporate office and Chiro One clinics. Based on-site at our Oak Brook corporate office, this role supports onboarding, new hire orientation, employee records, and HR initiatives while working closely with HR, Talent Acquisition, Payroll, and other teams to provide a positive employee experience.

Job Description

The HR Coordinator supports daily HR operations across corporate and clinic locations, including onboarding, orientation assistance, I-9s, Paychex entry, background screening, employee records, and assigned HR and office initiatives. This role maintains accurate records, follows through on outstanding tasks, and escalates concerns to HR leadership.

Onboarding and Orientation

• Coordinate onboarding from offer acceptance through orientation, confirming start dates, locations, managers, and required paperwork.
• Prepare and send approved welcome emails, forms, and orientation invitations on time; verify links, attachments, and recipients, and follow up on missing responses.
• Maintain cohort rosters and coordinate and facilitate orientation, including materials, attendance, new hire check-ins, and survey feedback.
• Partner with IT, trainers, and hiring managers on access, equipment, badges, and Day 1 readiness; flag incomplete items before scheduled starts.
• Distribute benefits and 401(k) resources, follow up on enrollment tasks and handbook acknowledgments, and route detailed benefits questions to the appropriate contact.

I-9s and Background Screening

• Coordinate I-9 verification and E-Verify submissions using approved procedures; track deadlines and outstanding items, maintain secure records, and support audits.
• Initiate and monitor background checks, follow up with the screening vendor, and promptly notify the CHRO of records found, discrepancies, or other red flags.
• Document authorized clearance decisions and exceptions and communicate approved status updates to recruiters and managers. Final screening decisions remain with HR leadership.

Paychex and Employee Records

• Enter new hires and approved employee changes in Paychex; verify accuracy and meet established deadlines.
• Assist with basic Paychex access questions and coordinate payroll-related inquiries and corrections with Payroll.
• Download employee onboarding documents from Smart Recruiters and ensure all required documents are uploaded under the appropriate employee profiles in Paychex. Maintain organized, complete, and confidential employee records.
• Process employment verification requests using approved procedures and authorized information; coordinate income verification with Payroll or the designated provider.

Employee Requests and Recruiting Support

• Assist with processing assigned Fresh service tickets, coordinate follow-up with the appropriate teams, and document resolution.
• Provide assigned recruiting support, including DC interview and clinic site-visit scheduling, CT administrative support, candidate communications, and recruiter follow-up.
• Support assigned offboarding tasks and coordinate required notifications and record updates.

Monthly Initiatives and Assigned Projects

• Prepare monthly birthday and anniversary recognition communications and coordinate with the receptionist as needed.
• Coordinate and manage complimentary chiropractic care and employee referral requests, maintain tracking records, and ensure the appropriate teams receive required information for review and processing.
• Maintain approved orientation materials, onboarding resources, procedures, and HR Hub content when available.
• Assist with office and HR event coordination as requested, and support special projects as assigned.
• Provide regular updates on onboarding readiness, outstanding items, and assigned work; flag delays or decisions needed.

Qualifications

HR coordination, onboarding, or related administrative experience; familiarity with Paychex or a comparable HRIS, I-9s, and background screening. Proficiency in Microsoft Office and Teams; experience with Smartsheet, Freshservice, and DocuWare preferred. Strong organization, attention to detail, confidentiality, communication, and follow-through. A related degree or equivalent experience is preferred; HR certification is a plus.

Additional related duties may be assigned. HR leadership retains responsibility for policy decisions, investigations, and other matters requiring HR judgment. Medulla / Chiro One is an Equal Opportunity Employer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Additional Information

#ZR #indeed

Disclaimer

All team members agree to consistently support compliance and TVG-Medulla, LLC policies and Standards of Excellence with regard to maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, adhering to applicable federal, state, and local laws and regulations, accreditation, and licenser requirements (if applicable), and Medulla procedures and protocols. Must perform other related duties and assist with project completion as needed. Team member may be required to provide necessary information to complete a DMV (or equivalent agency) background check.