Office & HR Coordinator

POSITION SUMMARY

The Distribution Center Office & HR Coordinator provides on-site office administration and HR coordination for BYLT’s Grand Prairie Distribution Center. This position supports an organized workplace, coordinates onboarding and offboarding activities, maintains accurate records, and helps create a positive employee experience.

This individual partners with the distribution center’s leadership and the Director of HR to address routine employee needs and promptly escalate sensitive matters. The ideal candidate is organized, approachable, proactive, and experienced in handling confidential information.

This is a part-time, non-exempt position

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office and Facility Administration

• Coordinate daily office activities, mail, deliveries, supplies, and administrative records.
• Order office and breakroom supplies, including Costco purchases for snacks, beverages, and workplace essentials.
• Monitor supply inventory, purchase within approved budgets, and submit receipts for reconciliation.
• Coordinate vendor visits and service requests with Operations.
• Maintain organized shared spaces and assist with meetings and employee events.

Security and Workplace Coordination

• Welcome visitors and customers upon arrival.
• Coordinate employee badges, keys, and approved access changes with Operations and IT.
• Maintain access records and promptly report security, safety, and facility concerns.
• Assist with distributing emergency procedures and workplace communications.

HR and Employee Administration

• Coordinate new-hire paperwork, orientation schedules, badges, and first-day readiness.
• Complete Form I-9 verification as an authorized company representative following HR procedures.
• Maintain accurate employee records and submit approved employee changes for processing.
• Receive routine questions about payroll, benefits, policies, and leave; provide approved resources and refer questions requiring interpretation to HR.
• Assist with timecard follow-up and attendance recordkeeping, referring discrepancies or concerns to leadership and HR.
• Support temporary agency coordination by maintaining assignment and attendance records and communicating concerns to Operations and the agency.
• Assist with recruiting logistics, including interview scheduling, candidate communication, and hiring events.
• Coordinate approved offboarding activities, including paperwork, property collection, and access-removal requests.
• Help maintain accurate HRIS information; Paycor experience is preferred.

Employee Relations and HR Coordination

• Meet weekly with the Director of HR to review priorities, employee questions, and outstanding items.
• Help managers gather factual information and prepare draft performance or attendance documentation for HR review.
• Coordinate meetings and prepare materials for coaching or corrective-action discussions led by Operations or HR.
• Promptly report employee complaints, workplace conflicts, accommodation requests, and other sensitive concerns to HR.
• Assist with collecting and securely routing documents related to leave, workers’ compensation, and return-to-work matters.
• Maintain confidentiality and follow HR guidance on employee communications and recordkeeping.

Employee Engagement

• Coordinate employee recognition, team activities, and workplace communications within approved budgets.
• Help employees across shifts receive consistent information and access to HR resources.
• Gather employee feedback and share practical improvement ideas with Operations and HR.
• Provide English/Spanish communication support when qualified.

ROLE SCOPE

This position provides administrative and coordination support. The Director of HR retains responsibility for investigations, leave and accommodation determinations, and HR policy interpretation. Corrective-action and termination decisions remain with authorized Operations Leadership and HR.

QUALIFICATIONS AND REQUIRED SKILLS

• Two or more years of office administration, HR support, or related experience; distribution, warehouse, or manufacturing experience preferred.
• Experience coordinating onboarding, maintaining employee records, and supporting confidential administrative processes.
• Familiarity with performance documentation and employee relations support preferred.
• Strong organizational skills, attention to detail, and dependable follow-through.
• Professional communication skills and the ability to build rapport with employees and managers.
• Sound judgment regarding confidentiality and when to escalate concerns.
• Proficiency with Google Workspace or Microsoft Office; HRIS experience preferred.
• High school diploma or equivalent required; relevant coursework or HR certification preferred.
• English/Spanish bilingual proficiency preferred.

PHYSICAL DEMANDS AND WORK ENVIRONMENT 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, and handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. 

NOTE 

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.