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HR Operations Specialist

Winter Garden, FL, United States

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Job details

Posting language: English

Original job description

ABC Companies is a leading provider of transportation solutions, offering vehicles for 8-81 passengers, along with parts, service, and financing to support fleet operators across North America. Family-owned and operated since 1972, ABC is driven by its mission to advance the transportation industry through innovative, collaborative solutions that redefine the standard. Guided by its core values of Integrity, Trust, Collaboration, and Innovation, ABC is committed to delivering customer-focused, high-quality solutions that enhance safety, performance, and reliability.

Join ABC Companies as an HR Operations Specialist and play a vital role in supporting our employees, strengthening compliance, and ensuring the smooth execution of essential HR processes. This position offers an opportunity to make a meaningful impact across the organization by managing critical regulatory compliance programs, coordinating employee onboarding and offboarding, and serving as a trusted resource for employees and managers.

As a key member of the Human Resources team, you'll help maintain accurate employee records, support consistent HR practices, and ensure that important compliance requirements are met. If you're detail-oriented, organized, and passionate about creating a positive employee experience while maintaining operational excellence, this is an opportunity to contribute to a growing, family-owned organization that values integrity, collaboration, and continuous improvement.

Benefits & Perks

At ABC Companies, we recognize that our employees are our greatest asset. We offer a comprehensive benefits package designed to support your health, financial well-being, and work-life balance, including:

Medical Insurance
Dental Insurance
Vision Insurance
401(k) Retirement Plan
Company-Paid Short-Term Disability Insurance
Company-Paid Long-Term Disability Insurance
Company-Paid Basic Life & AD&D Insurance
Voluntary Term Life & AD&D Insurance
Flexible Spending Accounts (FSA)
Hospital Indemnity Insurance
Employee Assistance Program (EAP)
Paid Time Off (PTO)
Paid Holidays
Training and Professional Development Opportunities
Career Growth and Advancement Opportunities

Benefits eligibility and offerings are subject to plan terms and company policies.

Position Overview:

The HR Operations Specialist is responsible for coordinating and administering essential human resources operations, regulatory compliance programs, and employee lifecycle processes across ABC Companies. Reporting to the Director of Human Resources, this position serves as the primary administrator of Department of Transportation (DOT) and Federal Transit Administration (FTA) compliance activities, including driver qualification file management, drug and alcohol testing coordination, regulatory documentation, and ongoing compliance monitoring.

In addition to regulatory compliance responsibilities, the HR Operations Specialist manages key aspects of the employee experience, from onboarding and orientation through employee records administration and offboarding. This includes coordinating new hire documentation, maintaining Form I-9 records, processing employee changes within HR systems, and ensuring personnel records remain accurate, confidential, and compliant with applicable requirements.

The position also serves as an accessible HR resource for employees and managers, providing guidance on company policies, responding to routine workplace concerns, and supporting employee relations documentation and administrative processes. Working closely with the Director of Human Resources, the HR Operations Specialist helps promote consistent policy application, timely issue resolution, and appropriate escalation of complex or sensitive employee matters.

Success in this role requires strong organizational skills, sound judgment, attention to detail, and the ability to manage competing priorities while maintaining confidentiality and professionalism. Through effective coordination with employees, operational leaders, HR colleagues, and external service providers, the HR Operations Specialist contributes to a compliant, efficient, and employee-focused HR function.

What Success Looks Like

In this role, you'll make an impact by:

Maintaining Regulatory Compliance: Effectively administering DOT and FTA compliance programs, ensuring driver qualification files, required certifications, and drug and alcohol testing records remain accurate, current, and audit-ready.
Supporting a Seamless Employee Experience: Coordinating timely, organized, and consistent onboarding and offboarding processes that help employees transition into and out of the organization professionally.
Ensuring HR Data Integrity: Maintaining complete and accurate personnel records, HRIS information, and employment documentation while adhering to confidentiality and record retention requirements.
Providing Responsive HR Support: Serving as a reliable resource for employees and managers by addressing routine HR inquiries, clarifying company policies, and directing more complex matters to HR leadership.
Strengthening Employee Relations Processes: Supporting consistent documentation, information gathering, and administrative follow-through on employee relations matters while partnering with HR leadership to promote fair and consistent practices.
Staying Ahead of Compliance Deadlines: Proactively monitoring regulatory requirements, renewals, certifications, and documentation needs to minimize compliance gaps and operational disruptions.
Improving HR Operational Efficiency: Identifying opportunities to streamline administrative processes, strengthen recordkeeping practices, and improve coordination across HR, Operations, and external partners.

Key Responsibilities:

DOT & FTA Compliance Administration

Administer DOT and FTA compliance programs in accordance with applicable federal regulations and company policies.
Maintain driver qualification files and ensure all required documentation remains complete, accurate, and current.
Monitor compliance requirements, certifications, medical certificates, motor vehicle records, and other regulatory documentation.
Coordinate random, post-accident, reasonable suspicion, return-to-duty, and follow-up drug and alcohol testing as required.
Maintain drug and alcohol testing records and coordinate with third-party testing vendors and collection sites.
Ensure compliance records are organized, accurate, and audit ready.
Support regulatory audits, inspections, and compliance reviews.
Communicate with employees, managers, and operational leaders regarding compliance requirements and documentation needs.
Monitor compliance deadlines and coordinate timely completion of required renewals, certifications, and documentation updates.

Onboarding & Offboarding Administration

Coordinate the onboarding process for all new hires, including new hire paperwork, orientation scheduling, and policy acknowledgments.
Complete and maintain Form I-9 documentation and employment eligibility verification records in accordance with federal requirements.
Facilitate new employee orientation and onboarding activities.
Ensure completion of all required onboarding documentation and compliance requirements.
Manage employee separation processes, including termination paperwork, exit procedures, system updates, and record retention requirements.
Coordinate offboarding activities to ensure consistent, professional, and compliant employee experience.

Employee Relations Support

Serve as a resource for employees and managers regarding company policies, procedures, and workplace concerns.
Respond to and assist with routine employee relations matters in a timely and professional manner.
Provide guidance regarding company policies and workplace expectations while escalating complex or sensitive matters to HR leadership.
Assist managers with documentation related to attendance, performance, conduct, and policy compliance issues.
Support employee relations investigations through information gathering, documentation, and record maintenance.
Partner with the Director of Human Resources on employee relations matters and help ensure consistency in the application of company policies and practices.
Support employee engagement, communication, and retention initiatives.

HR Administration

Maintain employee personnel files and HR records in accordance with company policies, legal requirements, and record retention guidelines.
Process employee changes within HR systems.
Ensure employee information is accurate and up to date across all HR records and systems.
Respond to employee inquiries regarding HR policies, procedures, and employment-related matters.
Maintain confidentiality of employee, company, and business information.
Assist with HR document management and other HR operational activities as assigned.

Qualifications:

Associate's degree or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
Minimum of three (3) years of experience in human resources, compliance administration, employee records management, DOT/FTA compliance, or a related field.
Experience administering DOT and FTA compliance programs, driver qualification files, and drug and alcohol testing requirements strongly preferred.
Experience with onboarding, employee records administration, and HRIS systems preferred

Skills:

Knowledge of federal, state, and local employment laws and HR best practices.
Working knowledge of DOT and FTA regulations, drug and alcohol testing requirements, and driver qualification file administration.
Strong attention to detail and organizational skills.
Ability to maintain confidential information with professionalism and discretion.
Strong communication, interpersonal, and customer service skills.
Proficiency with Microsoft Office applications and HR information systems.
Bilingual in English and Spanish strongly preferred.
Ability to prioritize work, manage multiple deadlines, and work independently.

Physical Demands:

Ability to work in a standard office environment.
Prolonged periods of sitting and computer use.
Ability to occasionally lift and carry up to 20 pounds.

ABC Companies is an equal opportunity employer. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected categories.

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