About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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Role Overview

Confidential Client is seeking an entry-level Human Resources Coordinator to support HR administration for its Smithtown, NY office. This position reports to the HR & Administrative Operations Specialist and focuses on onboarding, personnel records, compliance tracking, and basic payroll/office support. This is a full-time, on-site role.

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What You’ll Do

• Process onboarding paperwork and coordinate orientations for staff and providers.
• Track required documents and follow up on incomplete or missing submissions.
• Maintain accurate electronic and physical personnel and provider files.
• Update staff and provider information in internal systems.
• Process routine status changes and offboarding documentation.
• Monitor licenses, certifications, registrations, insurance documents, clearances, and required trainings.
• Maintain compliance trackers and send reminders for upcoming expirations and deadlines.
• Review submissions for completeness and flag missing, expired, or inconsistent documentation.
• Assist with payroll preparation and data entry; review timekeeping records for accuracy and flag discrepancies.
• Maintain PTO records and assist with benefits enrollment or changes.
• Organize school district contracts, amendments, and supporting documents; update contract trackers and spreadsheets as directed.
• Support routine office administration tasks (supply ordering, vendor scheduling, maintenance records).
• Cross-train to provide backup coverage for contract, payroll, and office procedures when the specialist is unavailable.
• Respond to routine administrative questions and refer complex matters to the specialist.

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Qualifications

• Associate degree required; bachelor’s degree preferred.
• Some relevant administrative, HR, payroll, or compliance experience preferred (typically < 2 years). Internships are considered.
• Strong administrative, data-entry, and organizational skills.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Ability to learn new software and online systems quickly.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Ability to follow procedures, prioritize tasks, and meet deadlines.
• Professional judgment and discretion when handling confidential information.
• Willingness to learn, ask questions, and work collaboratively.

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Schedule & Compensation

• Schedule: Monday–Friday, 8:00 AM – 4:00 PM (1-hour paid lunch).
• Estimated base salary: $32,342 per year (estimated).
• Employment type: Full-time.

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Benefits & Additional Details

• 3 weeks of PTO (available after successful completion of a 3-month probationary period)
• 12 paid company holidays
• 401(k) eligibility after one year, with company matching
• Opportunities for professional development and career growth

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.