HR Compliance & Safe Workplace Coordinator

The HR Compliance and Safe Workplace Coordinator ensures the organization maintains a safe, fair, and legally compliant workplace. This position implements, and monitors HR compliance initiatives, updates safety protocols and manuals, and risk mitigation initiatives to promote a safe, equitable, and legally compliant workplace. The Coordinator serves as a subject-matter expert in HR legal compliance, OSHA requirements, and HR policy administration.

This job description may be adjusted both before and after hire as we continue to define it.

PRIMARY DUTIES

HR Compliance

• Plan and execute internal audits of HR processes (e.g., I-9s, personnel files, leave management, training compliance, and other annual and bi-annual compliance requirements).
• Support external audits by providing accurate and organized employee records and documentation.
• Conduct bi-weekly payroll audits, ensuring compliance with labor laws, and reporting results up to ECS Executives.
• Monitor, track, follow up, and help close out corrective actions related to payroll audits.
• Monitor and promote compliance with federal, state, and local employment laws and regulations (e.g., FLSA, FMLA, ADA, EEO, OSHA, Cal/OSHA, and state specific wage and hour requirements).
• Maintain awareness of regulatory changes and participate in updating policies, procedures, forms, personnel files, job descriptions and other documents.
• Process monthly credit card reconciliation, ensuring proper allocations and cost transfers.
• Accept, track, forward and respond, as requested, to legal documents, including subpoenas.

Safe Workplace and OSHA Compliance

• In collaboration with the Safety Manager, coordinate workplace safety programs to ensure compliance with OSHA, Cal/OSHA, and other applicable safety standards.
• Maintain and update the Injury and Illness Prevention Program (IIPP), Workplace Violence Prevention Plan (WVPP), and Emergency Response Plan (ERP).
• Participate in bi-weekly New Hire Orientation to train on De-escalation techniques and other safety practices.
• Participates in and takes notes during Safety Meetings and Health and Safety Committee Meetings and ensures follow-up on next step actions. Back-up as lead in meetings during Safety Manager’s absence.
• Support training programs related to workplace safety, emergency response, and ergonomics.

• Prepare reports for HR leaders on compliance metrics, training completion, and audit findings.
• Track, report, and analyze trends in injuries, workers’ compensation claims, and safety incidents to identify prevention opportunities.
• Support the Director of Human Resources Compliance and Analytics in preparing and submitting required regulatory filings (e.g., EEO-1 report, OSHA 300 logs, annual summaries, and other required filings).
• Support the Safety Manager in preparing and tracking drills, safety inspections, hazard assessments, and incident investigations.

REQUIREMENTS

• Minimum five (5) years of experience in HR compliance, risk management, or workplace safety coordination.
• Experience interpreting and applying OSHA/Cal/OSHA, FLSA, ADA, FMLA, or other state, federal labor laws required.
• Professional certification preferred (e.g., SHRM-CP/SCP, PHR/SPHR).
• Prior experience conducting HR audits and maintaining employee files or coordinating safety programs is preferred.

KNOWLEDGE SKILLS AND ABILITIES

• In-depth knowledge of employment law, HR regulations, compliance standards, and workplace safety requirements.
• Strong analytical and reporting skills with attention to detail.
• Excellent communication and interpersonal skills; able to interact and partner across departments and all levels of the organization.
• Proficient in Microsoft Office Suite and HRIS systems (e.g., ADP, Paycom or similar)
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Ability to handle sensitive and confidential information with discretion, professionalism, and integrity.

PHYSICAL REQUIREMENTS

• Requires the ability to walk throughout interior and exterior areas of organizational properties to conduct safety inspections, assess work environments, and respond to potential hazards.
• Requires the ability to stand, sit, bend, and move intermittently throughout the day; occasionally lift or move up to 30 pounds.
• Requires the ability to navigate a variety of indoor and outdoor environments, including stairs and uneven surfaces.
• Reasonable accommodations may be made to enable individual’s disabilities to perform the essential functions of this position.

WORKING CONDITIONS

• Regularly performs duties in a variety of settings, including office and residential environments.
• May involve exposure to varying weather conditions, moderate noise levels, and maintenance or construction work being performed at sites.
• Will require close travel between multiple locations to conduct inspections, attend meetings, and respond to incidents.
• Must be able to use standard office equipment and personal protective equipment (PPE) as required for specific site conditions.

MISSION ESSENTIAL

• Demonstrate behavior that supports the organization’s mission, vision, and values.
• Promote open communication and help create an environment where doing the right thing is expected and supported, not feared. 
• Adhere to all company and department best practices, policies and procedures.
• Communicate effectively and model integrity, fairness, and ethical business practices.

ECS offers industry leading healthcare benefits to support your

physical and mental well-being.

ECS will consider for employment qualified applicants with arrest and conviction records as consistent with San Francisco's Fair Chance Ordinance.

ECS values a workplace where every individual is respected, supported, and given equal opportunity to thrive. We are an equal opportunity employer dedicated to creating a welcoming and inclusive environment for all.