Position Summary

The Internal Services Coordinator is a highly organized and detail-oriented individual contributor responsible for providing administrative, recruiting, training, compliance, and project support across the Internal Services Group. This position serves as a central resource supporting Human Resources, Transportation, Supply Chain, Health, Safety & Environment (HSE), Risk Management, and Executive Leadership.

The Internal Services Coordinator plays a key role in recruiting administration, learning and development program management, driver compliance reporting, organizational reporting, project coordination, and cross-functional administrative support. Success in this role requires strong organizational skills, initiative, professionalism, the ability to manage competing priorities, and a commitment to confidentiality.

Core Duties & Responsibilities

Recruiting Administration

• Manage job postings across recruiting platforms including BambooHR, Indeed and other sourcing channels.
• Coordinate candidate communications, interview scheduling, and hiring manager follow up.
• Conduct applicant screening and initial qualification reviews.
• Maintain applicant tracking records and recruiting metrics.
• Support pre-employment activities including background checks, MVR reviews, and onboarding coordination.
• Oversee I-9 documentation, EEO reporting and metrics.
• Prepare recruitment reports and workforce planning updates.
• Assist with recruiting campaigns, hiring events, and talent pipeline initiatives.
• Manage new hire orientation scheduling and compliance.

Learning & Development Administration

• Manage the company's Learning & Development platform.
• Assign training programs and monitor completion status.
• Generate training compliance reports for leadership.
• Maintain employee learning records and certifications.
• Support development initiatives, leadership training programs, and company learning campaigns.
• Assist with administration of mandatory compliance training.

Driver Qualification & Compliance Support

• Coordinate and maintain Motor Vehicle Record (MVR) monitoring processes.
• Conduct biannual MVR reviews for applicable field personnel.
• Track license expirations and driving record requirements.
• Maintain driver qualification files and compliance documentation.
• Assist with DOT-related administrative tracking and reporting.
• Coordinate quarterly random D&A requirements.

Internal Services Administrative Support

Provide administrative support to:

• Transportation Supervisor
• Supply Chain Coordinator
• HSE Manager
• Director of Risk Management
• Chief Operating Officer

Responsibilities may include:

• Scheduling meetings and coordinating calendars.
• Preparing reports, presentations, and meeting materials.
• Maintaining records, logs, and departmental documentation.
• Assisting with vendor communications and data collection.
• Tracking departmental action items and project deliverables.
• Supporting audits, compliance reviews, and operational initiatives.

Project Coordination

• Assist in planning and coordinating special projects across the Internal Services Group.
• Maintain project trackers and status updates.
• Coordinate information gathering from multiple departments.
• Follow up on deadlines, deliverables, and action items.
• Support continuous improvement initiatives and process documentation.

Reporting & Analytics

• Prepare recurring reports for HR, Safety, Transportation, and Executive Leadership.
• Compile workforce metrics, recruiting data, training compliance statistics, and operational reports.
• Maintain spreadsheets, dashboards, and tracking tools.
• Ensure accuracy and integrity of organizational data.

General Responsibilities

• Work safely and follow all company policies and procedures.
• Champion EnerStar's Core Values.
• Maintain strict confidentiality regarding employee and company information.
• Build collaborative relationships across departments.
• Support organizational objectives and special assignments as required.
• Perform other duties as assigned.

Position Requirements

Education

Associate degree in Business Administration, Human Resources, Project Management, or related field preferred. Equivalent combination of education and experience will be considered.

Experience

2+ years of administrative, HR, recruiting, project coordination, or business support experience preferred. Experience supporting multiple departments or leaders is an asset. Experience with learning management systems or training platforms preferred. Experience with BambooHR, BizLibrary, DISA, Novara Flex / KPA preferred.

Knowledge, Skills & Abilities

• Strong organizational and time management skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities simultaneously.
• Professional written and verbal communication skills.
• Advanced proficiency in Microsoft Office 365, particularly Excel, Outlook, Teams, and PowerPoint.
• Ability to prepare reports and analyze data.
• Strong customer service mindset.
• Ability to maintain confidentiality and handle sensitive information.
• Self-motivated with the ability to work independently.
• Strong problem-solving and follow-through skills.
• Ability to adapt to changing priorities in a fast-paced environment.