HUMAN RESOURCES COORDINATOR

HUMAN RESOURCES COORDINATOR

Job Description

Reports To: Human Resources Manager

Location: Kansas City, MO

EXTRAORDINARY PEOPLE. EXCITING POSSIBILITIES. GREAT OPPORTUNITY.

Custom Truck One Source has changed the way the industry looks at specialized truck and heavy equipment solutions. With sales, rentals, aftermarket parts and service, equipment customization, remanufacturing, financing solutions, and asset disposal, our team of experts, vast equipment breadth and integrated network of locations across North America offer superior service and unmatched efficiency for our customers. Your success is what's next with Custom Truck One Source.

Summary:

The HR Coordinator is the administrative engine of the Kansas City HR team - the role that keeps the day-to-day mechanics of the department running accurately, on time, and in good order. At a site of approximately 1,200 employees across Kansas City and Sedalia, MO, the volume of HR administrative activity is substantial and continuous, and this role plays a critical part in ensuring that employees and the broader HR team are well-supported from their first day through their last.

Reporting to the HR Manager, the HR Coordinator handles onboarding logistics, personnel file management, HR inbox triage, I-9 compliance, recruiting coordination support, and a wide range of administrative HR tasks that support the Generalist, Assistant HR Manager, and HR Manager above them. The role works alongside - but does not supervise - the two front desk/reception staff at the Kansas City location, and coordinates with them on employee-facing logistics as needed.

This role is well-suited for someone with a strong administrative background and some exposure to HR who is looking to build a career in human resources. The HR Coordinator is a visible, frontline presence for employees and serves as an important first impression of the HR team.

PRIMARY RESPONSIBILITIES:

Onboarding & New Hire Administration

• Receives the new hire handoff from the Recruiting Coordinator once an offer is accepted and owns the administrative onboarding process from that point forward, including new hire paperwork, HRIS entry, and day-one logistics.
• Coordinates new hire setup with IT, Payroll, Benefits, and Facilities to ensure employees are system-ready, badged, and fully prepared for their first day; follows up on open items to prevent gaps.
• Conducts I-9 verification for all new hires in accordance with federal requirements; maintains I-9 files for both locations and supports audit readiness at all times.
• Enters new hire information into the HRIS accurately and on time; partners with the HR Generalist to ensure data integrity from point of hire forward.
• Prepares and coordinates new hire orientation logistics in partnership with the HR Generalist and L&D; ensures materials are current and the orientation experience is consistent across both locations.
• Serves as back-up presenter for new hire orientation for the HR Generalist.

Personnel Records & File Management

• Maintains accurate and organized personnel files for all active and terminated employees across both locations in accordance with legal retention requirements and company policy.
• Processes and files HR documentation including status changes, performance reviews, corrective action forms, leave paperwork, and separation documents promptly and accurately.
• Conducts periodic audits of personnel files to identify and resolve missing or outdated documentation.
• Manages the HR filing system - both physical and electronic - ensuring documents are accessible to authorized team members and stored securely.
• Verifies hours worked, paid time off, and timecard entries for accuracy and completion on the bi-weekly payroll cycle.

HR Inbox & Employee Support

• Monitors the HR team's shared inbox, triaging incoming requests and routing them to the appropriate team member based on topic and urgency.
• Responds independently to routine employee inquiries - such as employment verification requests, policy questions, and form requests - and escalates matters requiring HR judgment to the HR Generalist, Assistant HR Manager, or HR Manager.
• Serves as a frontline HR presence for employees or applicants visiting or contacting the HR team; creates a welcoming, professional, and responsive experience.

Offboarding & Separation Administration

• Manages the administrative aspects of the offboarding process, including separation paperwork, HRIS updates, final day logistics coordination, and communication with IT, Payroll, and Benefits.
• Ensures separation documentation is complete, accurate, and filed promptly; flags any discrepancies or missing items to the HR Generalist.

HR Compliance & Administrative Support

• Supports I-9 compliance across both locations; assists with periodic self-audits and prepares files for external audits as directed.
• Supports annual HR compliance activities including annual labor law posters, EEO-1 data preparation, open enrollment logistics, and HR audit readiness.
• Provides general administrative support to the broader HR team, including preparing reports, drafting correspondence, scheduling meetings, and managing HR-related supplies and materials.
• Assists the HR Generalist with HRIS data entry during periods of high volume or as directed.

QUALIFICATIONS

Required

• Associate's degree in Human Resources, Business Administration, or a related field; or equivalent combination of education and experience.
• Minimum 2-3 years of administrative experience, preferably in an HR, professional services, or office environment.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook); comfortable working in HRIS and applicant tracking systems.
• Exceptional organizational skills and attention to detail; able to manage multiple tasks and deadlines without losing accuracy.
• Professional written and verbal communication skills; comfortable interacting with employees and managers at all levels.
• Demonstrated ability to handle confidential information with discretion and maturity.

Preferred

• Prior experience in an HR department or HR coordinator role.
• Familiarity with ADP Workforce Now or a comparable HRIS platform.
• Experience in a manufacturing, industrial, or high-volume workforce environment.
• Working knowledge of I-9 requirements and onboarding compliance basics.

KEY COMPETENCIES

The following competencies are essential to success in this role:

Accuracy & Follow-Through

Executes administrative HR tasks with precision and sees them through to completion; understands that errors in HR documentation and records have real downstream consequences.

Reliability & Consistency

Shows up prepared and dependable every day; the HR team and employees can count on this role to keep processes moving without being reminded or followed up with.

Professionalism & Discretion

Represents the HR team as a visible, frontline resource for employees; handles sensitive information with maturity and understands the importance of confidentiality in an HR environment.

Service Orientation

Approaches employee and manager interactions with patience, responsiveness, and a genuine desire to help; is approachable and easy to work with across all levels of the organization.

Organizational Skills

Manages competing administrative tasks, deadlines, and requests simultaneously without losing track; keeps the team's administrative operations running in an orderly and predictable way.

Eagerness to Learn

Brings curiosity and a growth mindset to the role; actively develops foundational HR knowledge and looks for opportunities to take on broader responsibility over time.

Custom Truck One Source is an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.