Job description
Position Summary:
The Project Coordinator supports the HR Technology Consultant in managing client engagements and internal initiatives. This role is responsible for coordinating project activities, maintaining timelines, organizing documentation, and facilitating communication between clients, vendors, and internal stakeholders.
The ideal candidate is highly organized, detail-oriented, and experienced in coordinating projects in a professional services or HR environment. Experience administering and supporting ADP is strongly preferred. This role offers exposure to HR consulting engagements, HR systems, and client project delivery, providing an opportunity to develop deeper expertise in HR operational workflows and HRIS platforms.
Supervisory Responsibilities: None
Essential Tasks:
Key Responsibilities
Project Coordination & Support
Assist in managing multiple client projects simultaneously
Maintain project plans, timelines, status updates, and action logs
Schedule and coordinate client meetings, internal meetings, and vendor calls
Track deliverables and follow up with stakeholders on outstanding items
Document meeting notes, decisions, and next steps
Client & Vendor Communication
Serve as a coordination point between consultants, clients, and vendor partners
Ensure clear communication of project milestones, deliverables, and timelines
Assist in preparing materials for client meetings and presentations
Escalate project risks, delays, or issues to the HR Technology Consultant
Documentation & Reporting
Maintain organized project documentation and client files
Assist in preparing client reports, summaries, and project updates
Track project progress and key milestones
Support development of internal process documentation and templates
Maintain meeting notes, project documentation, and collaboration materials using Microsoft OneNote
Administrative Support
Provide administrative support for consulting engagements and internal initiatives
Organize project documentation, implementation materials, and client deliverables
Coordinate calendars, meeting logistics, and follow-up communications
Assist with preparation of reports, presentations, and workflow documentation
Systems & Process Support
Assist with documenting HR and payroll processes, including onboarding, benefits administration, and employee data management
Support workflow documentation and process improvements within ADP
Help organize system documentation, user guides, and configuration notes
Maintain project documentation and process libraries using Microsoft OneNote
Qualifications
Required
2–5 years of experience in project coordination, HR operations, payroll, benefits administration, or professional services
Strong organizational and time management skills
Excellent written and verbal communication skills
Proficiency in Microsoft Office, particularly Excel and PowerPoint
Preferred
Experience using Microsoft OneNote for project documentation, meeting notes, and collaboration
Experience supporting consulting engagements or client-facing projects
Experience working within an HR consulting firm, benefits brokerage, or payroll services organization
Familiarity with project tracking tools (Smartsheet, Monday.com, Asana, etc.)
Experience in HR, benefits, payroll, or related services
Core Competencies:
Leadership: Display leadership skills and ability to motivate fellow employees (If applicable)
Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
Dependability: Acknowledgment of the importance of being present and punctual
Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment
Experience and Education:
Experience administering ADP, including administrative functions, HRIS management, benefits administration, and workflow configuration
Bachelor's degree is preferred
2–5 years of experience in project coordination, HR operations, payroll, benefits administration, or professional service
Systems:
Proficient with Microsoft Office Suite
Applied Epic experience preferred, but knowledge of similar Agency Management System (AMS) is acceptable
Physical Requirements:
Ability to lift 25 pounds
Repeated use of sight to read documents and computer screens
Repeated use of hearing and speech to communicate on telephone and in person
Repetitive hand movements, such as keyboarding, writing, 10-key
Walking, bending, sitting, reaching, and stretching in all directions
Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.