HR Data & Records Coordinator

The Role: In this role, you will be responsible for maintaining accurate employee master data, processing personnel forms, and supporting the implementation of HR policies and special assignments. The position requires proficiency in data entry and HR systems, as well as a strong understanding of company policies, procedures, and best practices. You should be able to interpret HR data with an understanding of the seasonal nature of the business and generate reports upon request. Your contributions will be essential to maintaining the integrity of the Human Resource Management System (HRMS) and ensuring smooth HR operations.

Location(s): Salinas, CA

Areas of Responsibility:

• Register and activate new employees' personal information in the HRMS (e.g., tax information, address, etc).
• Input and update employee changes in the HRMS (e.g., crew code, pay rate, cost center, job codes) in accordance with payroll cycles.
• Maintain accurate and up-to-date personnel records, including master files, acknowledgments, and disciplinary actions.
• Review assigned reports daily to maintain accurate and up-to-date system master files.
• Create barcodes and scan/upload employee documents such as memorandums, layoff notices, new hire packets, and other required forms.
• Generate and send employee recall and layoff notices; maintain related tracking lists.
• Coordinate and assign employee trainings, orientations, and meetings as needed.
• Prepare and distribute HR-related communications and training materials.
• Track discretionary leaves of absence and report them to payroll for processing.
• Collect data to support recruitment planning, projections, and reporting.
• Provide employee documentation for audits, subpoenas, or legal requests.
• Keep the HR team informed on employee transition dates (start/end).
• Troubleshoot issues within the HRMS and ensure data consistency across platforms.
• Perform other duties as assigned.

Preferred Qualifications:

• Bilingual and bi-literate in English and Spanish.
• Associate's Degree and a minimum of two years of relevant HR or administrative experience.
• High level of accuracy and speed in data entry.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Proficient in Microsoft Word and Excel; knowledge of functions, formulas, and pivot tables.
• Experience with JD Edwards or other HRMS platforms is a plus.
• Ability to travel to various harvest areas for short-term assignments as needed.
• Availability to work evenings and weekends during peak seasons.
• Able to work both independently and collaboratively in a team environment.
• Experience maintaining employee records, personnel files, training records, and HR documentation with a high degree of accuracy.

Ideal Candidate:

• Promotes a positive company image and supports team and department goals.
• A self-starter with a proactive attitude and a strong sense of urgency.
• Capable of working with minimal supervision while managing competing priorities.
• Demonstrates excellent communication, follow-through, and problem-solving skills.
• Maintains focus and productivity in a fast-paced environment with frequent interruptions.
• Highly dependable, adaptable, and process-driven.
• Demonstrates exceptional attention to detail and commitment to accuracy when working with employee records, data, and HR transactions.
• Takes ownership of assigned responsibilities and follows tasks through to completion with minimal follow-up.