Job Description

The HR Coordinator provides administrative and operational support to the Human Resources team, supporting key HR processes including onboarding, training administration, and HR systems transactions. This role plays an important part in ensuring data accuracy, timely processing, and a consistent employee experience across core HR activities.

In addition to HR responsibilities, the HR Coordinator serves as the primary receptionist for Mizkan America, Inc.’s U.S. headquarters, creating a professional and welcoming first impression for employees, visitors, and vendors while ensuring efficient front-office operations. The role also partners on day-to-day office operations to maintain a well-organized, fully functioning workplace environment. Opportunities to contribute to HR projects and process improvements are available based on performance and capability.

Essential Functions:

HR Coordination, Systems & Administrative Support

• Support onboarding processes, including sending new hire orientation communications and tracking required documentation
• Complete and maintain HR system transactions (e.g., employee data changes, new hire entries, status updates, and organizational changes) ensuring accuracy and timeliness
• Audit HR data for accuracy and follow up on discrepancies to maintain data integrity across systems (e.g., HRIS/Workday)
• Maintain training enrollment data and distribute completion reports for compliance and leadership programs
• Send training reminders and reports to managers to support participation and completion
• Assist with interview scheduling, meeting coordination, and conference room management
• Serve as an initial point of contact for HR-related inquiries, providing guidance or routing to the appropriate HR team member
• Process and manage HR invoices and purchase orders; act as a system resource for procure-to-pay activities
• Review and approve employee recognition submissions for posting
• Ensure accurate filing and tracking of new hire policy acknowledgments
• Support HR team initiatives, special projects, and process improvement efforts as needed

Reception & Workplace Operations

• Serve as the primary point of contact at the front desk, greeting visitors and directing them appropriately
• Answer, screen, and route incoming phone calls not handled by the automated system
• Manage visitor access, employee badges, and the digital visitor management system
• Receive, sort, and distribute mail; coordinate all incoming and outgoing shipments
• Maintain a clean, organized, and professional front office, mailroom, and kitchen areas
• Monitor and maintain office and kitchen supply inventory, including ordering, stocking, and invoice verification
• Coordinate reception desk coverage as needed
• Support resolution of facility or equipment issues by coordinating with internal teams or external vendors
• This list is intended to describe the general nature and level of work performed. This is not an exhaustive list of all responsibilities required for this role
• Regular, predictable, in-person attendance on the business days the Company requires in-person attendance at this facility. (In-person attendance is optional on the other workdays.) For non-required-in-person attendance days, employees are expected to be present and engaged during the designated work hours for this role

What You Bring - Key Skills/Competencies:

• Reliable, self‑motivated, and highly organized with strong attention to detail
• Demonstrated learning agility and willingness to take on new responsibilities
• Strong written and verbal communication skills, with the ability to interact professionally with employees, leadership, vendors, and visitors
• Excellent customer service and interpersonal skills
• Ability to multitask and work effectively in an environment with frequent interruptions
• Proven ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Office Suite
• Ability to learn and operate common office equipment such as copiers, scanners, postage machines, and shipping systems

Education/Experience/Qualifications/Certifications:

• Two (2) years of receptionist or administrative experience preferred
• Degree in Human Resources, Business, or a related field preferred

Physical Requirements and Work Conditions:

• This position is performed primarily in a professional office environment
• Prolonged periods of sitting while working at a computer and performing administrative tasks
• Frequent use of hands and fingers for typing, handling paperwork, and operating standard office equipment
• Ability to view computer screens and printed materials for extended periods with a high level of accuracy
• Occasional standing, walking, bending, reaching, and moving throughout the office, mailroom, & kitchen areas
• Ability to lift and move packages and supplies weighing up to 35 pounds
• Ability to communicate effectively in person, by telephone, and through electronic communication
• Ability to maintain focus and attention to detail while managing multiple tasks and frequent interruptions