HR Operations Coordinator

About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

 

About the Client

Our client is a growing dental support organization supporting approximately 54 dental practices and more than 500 employees across multiple locations. They are an established, forward-thinking organization dedicated to delivering top-tier services and community-driven initiatives, empowering their team with modern tools and hands-on opportunities to build impactful multi-channel marketing campaigns. 

 

About the Role

The HR Operations Coordinator provides administrative and operational support to the Human Resources team. This position plays a key role in coordinating employee lifecycle activities, maintaining accurate employee records, monitoring deadlines, managing HR workflows, and ensuring assigned responsibilities are completed accurately and on time. 

 

Work hours: Pending (Must have significant overlap with U.S. Eastern Time business hours)

Work set-up: Remote

What you’ll do

• Employee Onboarding and Offboarding

• Coordinate administrative onboarding activities for new employees across multiple locations.  

• Monitor completion of new-hire documentation, onboarding checklists, and required forms. 

• Track employee status changes, transfers, and separations.  

• Coordinate offboarding checklists and confirm completion of assigned activities. 

• Identify and escalate incomplete or overdue employee lifecycle tasks.

• HRIS and Paycom Administration

• Assist with administrative HRIS workflows using Paycom. 

• Maintain employee data and update records within authorized access levels. 

• Monitor outstanding tasks, incomplete records, and pending approvals. 

• Generate standard HRIS reports and identify missing or inconsistent information.  

• Maintain tracking logs for HRIS-related issues, requests, and resolutions. 

• Support HRIS data audits and process improvement initiatives.

• Benefits and Retirement Plan Administration

• Track employee benefit enrollment deadlines, outstanding documentation, and administrative requests.  

• Coordinate follow-up with benefits vendors and internal stakeholders.  

• Maintain retirement plan administration calendars and track required deliverables.  

• Assist with tracking 401(k) contribution reporting and reconciliation activities under HR or Finance supervision. 

• Flag discrepancies, missing information, and unresolved vendor issues promptly.  

• Maintain accurate records of vendor communications and completion confirmations.

• HR Reporting and Analytics 

• Prepare and maintain recurring HR reports and dashboards, including:  

• Employee headcount by location and department.  

• New hires, terminations, and transfers.  

• Employee turnover and vacancies.  

• Overtime and attendance trends.  

• Onboarding and offboarding status.  

• Outstanding HR service requests.  

• Upcoming compliance and certification deadlines. 

• Ensure reports are accurate, current, and delivered according to established schedules.

• Compliance and Employee Records  

• Maintain organized electronic employee records in accordance with company procedures.  

• Monitor employee certifications, licenses, and required training deadlines.  

• Support personnel file audits and documentation reviews.  

• Track policy acknowledgments and required employee forms.  

• Escalate incomplete or overdue compliance-related items to HR leadership.

• Recruitment Coordination  

• Schedule candidate interviews and coordinate interview logistics.  

• Maintain applicant tracking records and candidate status updates.  

• Communicate with candidates regarding scheduling and administrative next steps.  

• Support pre-employment screening coordination and onboarding transitions.  

• Maintain recruiting activity reports and open-position trackers.

• HR Administrative and Operational Support  

• Monitor and organize incoming HR requests through approved communication channels.  

• Maintain shared HR calendars, task trackers, and recurring deadlines. 

• Follow up with employees, practice managers, vendors, and internal stakeholders on outstanding administrative items.  

• Prepare routine HR correspondence using approved templates.  

• Maintain HR standard operating procedures, checklists, and process documentation.  

• Support special projects and process improvement initiatives as assigned.

 

What You Bring

Required Qualifications 

• Minimum 2 years of experience in HR administration, HR operations, or HR coordination. 

• Prior experience supporting U.S.-based companies, preferably with multiple locations.

• Strong proficiency in Microsoft Excel or Google Sheets, including formulas, filters, and reporting.  

• Experience working with HRIS, payroll, applicant tracking, or employee management systems.  

• Excellent written and verbal English communication skills.  

• Demonstrated ability to manage multiple deadlines and recurring assignments independently.  

• Strong attention to detail, accuracy, and recordkeeping.  

• Experience using task management systems, shared calendars, and administrative tracking tools. 

• Ability to maintain confidentiality and follow established data security procedures.  

• Reliable internet connection and ability to work with U.S.-based teams during agreed business hours.

Preferred Qualifications

• Experience with Paycom or comparable U.S. HRIS/payroll platforms.  

• Experience supporting healthcare, dental, or other multi-location organizations.  

• Familiarity with U.S. employee onboarding, benefits, and payroll administration processes.  

• Experience with 401(k) administration or employee benefits coordination.  

• Strong Excel reporting and dashboard development capabilities.  

• Experience documenting SOPs and improving administrative workflows. 

Core Competencies

• Ownership and Accountability: Takes responsibility for assigned work from initial request through verified completion. 

• Proactive Communication: Provides timely updates, follows up independently, and escalates obstacles before deadlines are missed. 

• Organization and Time Management: Maintains reliable systems to track competing priorities, recurring deadlines, and outstanding tasks. 

• Accuracy and Attention to Detail: Produces complete and accurate work with minimal corrections.

• Problem-Solving: Recognizes issues early, identifies possible solutions, and seeks assistance when appropriate.

• Confidentiality and Professional Judgment: Handles employee information responsibly and works within established approval and access boundaries.

Don't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.

Our Hiring Process & AI Disclaimer:

We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.

Read our full AI Disclaimer to learn more.

What You’ll Get

 

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.