Position Summary
The Internal Services Coordinator is a highly organized and detail-oriented individual contributor responsible for providing administrative, recruiting, training, compliance, and project support across the Internal Services Group. This position serves as a central resource supporting Human Resources, Transportation, Supply Chain, Health, Safety & Environment (HSE), Risk Management, and Executive Leadership.
The Internal Services Coordinator plays a key role in recruiting administration, learning and development program management, driver compliance reporting, organizational reporting, project coordination, and cross-functional administrative support. Success in this role requires strong organizational skills, initiative, professionalism, the ability to manage competing priorities, and a commitment to confidentiality.
Core Duties & Responsibilities
Recruiting Administration
- Manage job postings across recruiting platforms including BambooHR, Indeed and other sourcing channels.
- Coordinate candidate communications, interview scheduling, and hiring manager follow up.
- Conduct applicant screening and initial qualification reviews.
- Maintain applicant tracking records and recruiting metrics.
- Support pre-employment activities including background checks, MVR reviews, and onboarding coordination.
- Oversee I-9 documentation, EEO reporting and metrix.
- Prepare recruitment reports and workforce planning updates.
- Assist with recruiting campaigns, hiring events, and talent pipeline initiatives.
- Manage new hire orientation scheduling and compliance.
Learning & Development Administration
- Manage the company's Learning & Development platform.
- Assign training programs and monitor completion status.
- Generate training compliance reports for leadership.
- Maintain employee learning records and certifications.
- Support development initiatives, leadership training programs, and company learning campaigns.
- Assist with administration of mandatory compliance training.
Driver Qualification & Compliance Support
- Coordinate and maintain Motor Vehicle Record (MVR) monitoring processes.
- Conduct biannual MVR reviews for applicable field personnel.
- Track license expirations and driving record requirements.
- Maintain driver qualification files and compliance documentation.
- Assist with DOT-related administrative tracking and reporting.
- Coordinate quarterly random D&A requirements.
Internal Services Administrative Support
Provide administrative support to:
- Transportation Supervisor
- Supply Chain Coordinator
- HSE Manager
- Director of Risk Management
- Chief Operating Officer
Responsibilities may include:
- Scheduling meetings and coordinating calendars.
- Preparing reports, presentations, and meeting materials.
- Maintaining records, logs, and departmental documentation.
- Assisting with vendor communications and data collection.
- Tracking departmental action items and project deliverables.
- Supporting audits, compliance reviews, and operational initiatives.
Project Coordination
- Assist in planning and coordinating special projects across the Internal Services Group.
- Maintain project trackers and status updates.
- Coordinate information gathering from multiple departments.
- Follow up on deadlines, deliverables, and action items.
- Support continuous improvement initiatives and process documentation.
Reporting & Analytics
- Prepare recurring reports for HR, Safety, Transportation, and Executive Leadership.
- Compile workforce metrics, recruiting data, training compliance statistics, and operational reports.
- Maintain spreadsheets, dashboards, and tracking tools.
- Ensure accuracy and integrity of organizational data.
General Responsibilities
- Work safely and follow all company policies and procedures.
- Champion EnerStar's Core Values.
- Maintain strict confidentiality regarding employee and company information.
- Build collaborative relationships across departments.
- Support organizational objectives and special assignments as required.
- Perform other duties as assigned.
Position Requirements
Education
- Associate degree in Business Administration, Human Resources, Project Management, or related field preferred.
- Equivalent combination of education and experience will be considered.
Experience
- 2+ years of administrative, HR, recruiting, project coordination, or business support experience preferred.
- Experience supporting multiple departments or leaders is an asset.
- Experience with learning management systems or training platforms preferred.
- Experience with BambooHR, BizLibrary, DISA, Novara Flex / KPA preferred.
Knowledge, Skills & Abilities
- Strong organizational and time management skills.
- Exceptional attention to detail.
- Ability to manage multiple priorities simultaneously.
- Professional written and verbal communication skills.
- Advanced proficiency in Microsoft Office 365, particularly Excel, Outlook, Teams, and PowerPoint.
- Ability to prepare reports and analyze data.
- Strong customer service mindset.
- Ability to maintain confidentiality and handle sensitive information.
- Self-motivated with the ability to work independently.
- Strong problem-solving and follow-through skills.
- Ability to adapt to changing priorities in a fast-paced environment.
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