HR Coordinator

About This Role

This HR Coordinator role supports the full employee lifecycle, from onboarding and benefits administration through day-to-day people operations and recruitment coordination. You will partner closely with the People & Culture team, managers across the business, and recruiters to deliver a great employee experience, keep HR processes and records accurate, and help the growing team get the support it needs.

Responsibilities

• Coordinate the end-to-end onboarding process for new hires: prepare employment paperwork, arrange equipment and system access with IT, and schedule orientation so every new hire has a great first day
• Manage pre-start communications and onboarding logistics, including for new hires relocating to join Photonic
• Deliver new hire orientation sessions and coordinate check-ins at key milestones to gather feedback and continuously improve the onboarding experience
• Coordinate offboarding activities, including exit documentation, access removal, and exit interviews
• Administer benefits enrollments, changes, and terminations with benefits providers, ensuring timely and accurate processing
• Act as a first point of contact for employee questions about benefits, including extended health, dental, life, long term disability, the employee assistance program, and the flexible spending account
• Support leave administration, including parental leave and associated top-ups, in partnership with payroll
• Reconcile monthly benefits invoices, maintain benefits data in the HRIS, and support the annual benefits renewal process
• Maintain accurate employee records in the HRIS and process employee lifecycle changes (e.g., new hires, promotions, compensation changes, terminations), providing timely and accurate data to payroll
• Prepare employment letters, contract amendments, and other HR documentation
• Respond to employee and manager inquiries about HR policies, programs, and processes, escalating complex matters as appropriate
• Support HR reporting, audits, and compliance with applicable employment standards and privacy requirements
• Help plan and deliver People & Culture programs and initiatives, including engagement surveys, learning programs, and social events
• Coordinate interview scheduling and logistics across candidates, recruiters, and hiring teams, ensuring a smooth and professional candidate experience
• Prepare and post job descriptions on the ATS and job boards; ensure formatting and posting settings are accurate and consistent
• Support recruiters with targeted sourcing, using LinkedIn Recruiter and Boolean search to build candidate pipelines for priority and hard-to-fill roles
• Maintain clean, accurate candidate records and activity notes in the ATS to ensure reporting, compliance, and process consistency