HR & Administrative Coordinator
Telecare | Full-Time | Fully Remote | 40 Hours per Week
About TelecareTelecare provides nationwide virtual concussion and traumatic brain injury (TBI) care, connecting patients with specialized providers through a coordinated telehealth model. As our organization continues to grow, we are strengthening the administrative processes and infrastructure that support our team.
We are seeking a highly organized, detail-oriented, and proactive HR & Administrative Coordinator to support our human resources and administrative functions. This role will assist with recruitment, onboarding, personnel file maintenance, provider licensure tracking, payroll-related issues, marketing expense tracking, and ongoing administrative projects.
The ideal candidate has experience in HR administration or a related support role and takes pride in keeping records accurate, deadlines on track, and processes running smoothly. We are looking for someone who takes ownership of responsibilities, follows through without constant reminders, and helps build consistent, reliable processes as Telecare grows.
Healthcare or telehealth experience is not required. We value strong HR fundamentals, attention to detail, initiative, and a willingness to learn.
Key ResponsibilitiesHR Administration & Personnel Records
- * Maintain accurate, complete, and organized digital personnel files for employees and applicable contractors.
- Track and maintain employment documentation, including offer letters, employment agreements, required forms, policy acknowledgments, and other personnel records.
- Conduct periodic file reviews to identify missing, outdated, or incomplete documentation.
- Maintain employee information and assist with personnel changes, position updates, and employment documentation.
- Organize and maintain HR trackers, spreadsheets, checklists, and digital filing systems.
- Handle confidential employee information with discretion and professionalism.
Recruitment & Hiring Coordination
- * Assist with posting job openings and maintaining applicant and candidate tracking systems.
- Coordinate interviews and communicate with candidates and hiring managers throughout the recruitment process.
- Track candidates through each stage of hiring and follow up on outstanding requirements.
- Prepare offer letters and hiring documentation using approved templates and processes.
- Coordinate pre-employment requirements, including background checks and reference checks when applicable.
- Maintain a current list of open positions, candidate progress, and outstanding hiring action items.
Employee Onboarding & Offboarding
- * Coordinate onboarding for new employees, including W-2 staff and PRN providers, as applicable.
- Ensure required employment documentation, training acknowledgments, and onboarding checklists are completed.
- Coordinate with department leaders to ensure new hires receive the information, resources, and system access needed to begin their roles.
- Track onboarding progress and proactively follow up on incomplete requirements.
- Assist with offboarding procedures, including documentation, equipment coordination, system access notifications, and personnel file updates.
- Help standardize onboarding and offboarding processes to create a consistent experience across the organization.
Provider Licensure & Documentation Tracking
- * Maintain an organized tracking system for provider licenses, certifications, renewals, and applicable expiration dates.
- Monitor upcoming deadlines and send timely reminders to providers and leadership.
- Collect and organize renewal documentation and maintain records of license verification.
- Follow up on missing or outdated documentation and escalate potential compliance concerns.
- Assist with tracking state-specific licensure requirements as Telecare expands into additional markets.
Payroll & Employee Support
- * Serve as an administrative point of contact for routine payroll questions and reported issues.
- Document and coordinate the resolution of payroll discrepancies, missed hours, incorrect pay, and other employee-reported concerns.
- Assist with timesheet collection, deadline reminders, and payroll documentation tracking.
- Communicate with employees, department leaders, and payroll contacts to ensure issues receive timely attention and follow-through.
- Maintain records of payroll inquiries and their resolution while protecting confidential compensation information.
- Escalate complex payroll or employment matters to the appropriate leadership or payroll contact.
Marketing Expense & Spending Review
- * Review and track marketing department expenses to ensure spending is accurately documented and categorized.
- Reconcile expense reports, receipts, and supporting documentation against submitted expenses.
- Monitor marketing spending against approved budgets and identify discrepancies, unusual charges, or expenses requiring clarification.
- Maintain an organized marketing expense tracker and provide regular spending summaries to leadership.
- Follow up with team members regarding missing receipts, incomplete expense submissions, or questions about charges.
- Assist with tracking marketing-related expenditures, including events, sponsorships, travel, advertising, and other departmental expenses.
- Flag potential budget variances and documentation concerns for leadership review. This role supports expense oversight but does not independently approve expenditures.
Administrative Projects & Process Improvement
- * Support ongoing HR and operational projects, including personnel file updates, documentation audits, and process standardization.
- Maintain trackers for outstanding tasks, deadlines, and required follow-ups.
- Assist in developing and updating HR procedures, templates, checklists, and standard operating procedures.
- Identify gaps in existing administrative processes and recommend practical improvements.
- Help ensure recurring HR responsibilities are completed consistently and on schedule.
- Provide additional administrative support to the Director of Operations and leadership team as needed.
Qualifications & Experience
- Previous experience in HR administration, HR coordination, recruiting coordination, or a similar administrative support role is preferred. Approximately two years of experience is ideal, but candidates with relevant experience and strong organizational skills are encouraged to apply.
- Experience supporting employee onboarding, hiring, personnel records, or employment documentation.
- Familiarity with payroll administration, timesheet tracking, or employee payroll inquiries is a plus.
- Strong organizational skills and exceptional attention to detail.
- Proficiency with Microsoft Office, particularly Excel, Word, and Outlook, or comparable productivity tools.
- Ability to manage multiple responsibilities, monitor deadlines, and consistently follow through on outstanding tasks.
- Strong written and verbal communication skills.
- Ability to work independently, prioritize effectively, and take initiative without constant supervision.
- Sound judgment and a commitment to confidentiality when handling sensitive personnel and compensation information.
- A proactive, solutions-oriented mindset and a willingness to learn new systems and processes.
- Ability to review expense documentation, identify discrepancies, maintain accurate financial trackers, and prepare basic spending summaries.
Preferred, but not required:
- Experience with HRIS platforms, applicant tracking systems, payroll software, or employee management tools.
- Experience maintaining compliance trackers, professional license records, or certification renewals.
- Experience tracking departmental budgets, reviewing expense reports, or reconciling receipts.
- Experience creating administrative workflows, checklists, or standard operating procedures.
Healthcare or telehealth experience is not required. Candidates from a variety of industries are encouraged to apply if they have relevant HR administrative experience and the ability to manage detail-oriented responsibilities.
What Success Looks Like
The successful candidate will help ensure that:
- Personnel files and employment records remain accurate, organized, and complete.
- New hires move through onboarding efficiently, with required documentation completed on time.
- Hiring activity and candidate progress are tracked, with consistent follow-up.
- Provider license expirations and renewal requirements are monitored proactively.
- Payroll concerns are documented, communicated, and followed through to resolution.
- Marketing expenses are accurately documented, tracked against approved budgets, and reported to leadership.
- Missing documentation, spending discrepancies, and outstanding administrative issues are identified and escalated promptly.
- Administrative projects and recurring responsibilities are completed by established deadlines.
- HR and administrative processes become more consistent, efficient, and scalable as Telecare grows.
