Administrative & Human Resources Coordinator

Administrative & Human Resources CoordinatorDark Horse Athletics is seeking a highly organized, people-focused Administrative & Human Resources Coordinator to support the day-to-day operations of our growing organization. This role serves as the primary HR and administrative resource for our coaching and operations staff while also providing exceptional customer service to athletes and families.The ideal candidate has a background in Human Resources or People Operations and enjoys working in a fast-paced, team-oriented environment. This position is responsible for employee onboarding, HR administration, payroll support, personnel records, recruiting coordination, compliance tracking, and employee communications while also assisting with general administrative operations and special events.This individual will play a key role in creating a positive employee experience while ensuring the organization remains efficient, compliant, and well-supported.Key Objectives & PurposesEmployee ExperienceCreate a welcoming, organized, and professional experience for every employee from recruiting through onboarding and ongoing employment.Human Resources AdministrationMaintain accurate employee records, support payroll processes, ensure compliance, and assist leadership with HR initiatives.Organizational ExcellenceDevelop and maintain consistent systems, documentation, and administrative processes that allow the organization to scale effectively.Customer & Team SupportServe as a reliable resource for employees, coaches, families, and leadership by providing timely communication and exceptional service.Major Duties & ResponsibilitiesHuman Resources AdministrationCoordinate all new hire onboarding processes and paperworkPrepare employment documents and ensure completion of required formsFacilitate new employee orientation and system accessManage offboarding checklists and documentationEmployee Records & ComplianceMaintain confidential personnel files and HR documentationTrack required certifications, background checks, and employment requirementsEnsure compliance with organizational policies and employment regulationsMaintain employee handbooks, policies, and HR formsPayroll & Benefits SupportVerify employee hours and payroll data for accuracyCoordinate with leadership on payroll submissionsAssist employees with payroll and benefit questionsTrack PTO balances and employee leave requestsRecruiting & Hiring SupportPost job openings and manage applicant trackingSchedule interviews and coordinate hiring logisticsAssist managers with candidate communication and offer processesSupport recruiting events and hiring initiativesEmployee Relations & Internal CommunicationServe as a trusted administrative resource for staff questionsAssist with employee recognition initiatives and company culture programsCoordinate internal announcements, meetings, and HR communicationsSupport leadership with performance review scheduling and documentationAdministrative OperationsCommunication & Customer ServiceRespond to phone calls and emails within 24 hoursProvide professional, knowledgeable assistance to families and staffEscalate urgent matters to leadership when appropriateScheduling & Office ManagementSupport staff scheduling and calendar managementCoordinate internal meetings and administrative deadlinesMaintain organized office systems and documentationTechnology & SystemsUtilize Google Workspace and internal software platformsMaintain employee databases and administrative systemsAssist with process documentation and workflow improvementsFinancial & Administrative SupportPayroll AdministrationReview payroll submissions for completeness and accuracyTrack employee reimbursements and administrative expensesMaintain confidential payroll documentationAccounts & RecordsAssist with membership payment tracking as neededMaintain accurate financial and administrative recordsSupport leadership with reporting and data managementOperations & Event SupportOffice & PurchasingManage office supply inventory and purchasingCoordinate equipment and administrative resource needsAssist with facility and operational logisticsTournament & Event SupportSupport administrative planning for tournaments and special eventsCoordinate staffing schedules and event documentationAvailability to work two tournament weekends annuallyQualifications:Required5+ years of experience in Human Resources, People Operations, Office Management, or Administrative SupportStrong organizational skills with exceptional attention to detailAbility to maintain confidentiality and handle sensitive employee informationExcellent written and verbal communication skillsAdvanced proficiency in Google WorkspaceAbility to manage multiple priorities in a fast-paced environmentProfessional, approachable, and service-oriented mindsetPreferredHR degree or HR certification (PHR, SHRM-CP, or equivalent)Experience with payroll administration preferably BambooHRExperience supporting recruiting and onboarding processesKnowledge of employment compliance and HR best practicesExperience in youth sports, athletics, or service-based organizations