HR Compliance & Safe Workplace Coordinator

## Description

**POSITION SUMMARY**

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.

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**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.

#### **Reporting and Risk Management**

• 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.

## Qualifications
**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.

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• **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.

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• **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.

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• **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.

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• **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.