Human Resources Coordinator

Job Title: HR Coordinator

Location: Hybrid – Castro Valley, CA (preferred); remote within California considered

Reports to: Controller

Company: SBI-WY, LLC (Supercuts Franchisee)

Pay Range: $28.85 – $33.65 per hour (approx. $60,000 – $70,000 annually)

FLSA Status: Non-Exempt (Hourly)

Position Summary

SBI-WY, LLC is seeking a highly organized, detail-oriented HR Coordinator to support day-to-day HR operations for a multi-state workforce of 300+ employees across salon locations in California and Arizona. Reporting to and trained by the company’s HR leadership, the HR Coordinator will handle onboarding and offboarding, employee documentation and records, payroll and timekeeping follow-up, benefits coordination, leave of absence and workers’ compensation tracking, and routine employee and manager inquiries, working closely with salon managers, area managers, payroll, and corporate leadership to ensure HR processes are completed accurately and on time. This is primarily an administrative and operational role: the HR Coordinator prepares, tracks, and follows up on HR matters, while decisions involving discipline, terminations, compensation, payroll exceptions, leave eligibility, accommodations, investigations, and legal compliance are made by HR leadership, with support from the company’s outside HR consultant and legal counsel, as appropriate.

The ideal candidate is coachable, dependable, and detail-oriented, fits well with our company culture, and works effectively with salon leaders and teams. This is an excellent opportunity for someone early in their HR career who wants hands-on training in a fast-paced, multi-location environment, with the opportunity to take on greater responsibility and grow into a more advanced HR role over time.

This position is preferably based in the San Francisco Bay Area, with the ability to work on-site at our Castro Valley office at least one day per week. Qualified candidates located elsewhere in California are encouraged to apply and may be considered for a fully remote arrangement.

Key Responsibilities

Wage & Hour Compliance

• Respond to routine manager and employee questions about pay dates, wage statements, direct deposit, tip card payments, and timekeeping, escalating wage disputes, penalty concerns, and complex wage and hour questions to HR leadership
• Review timekeeping records for missing punches, discrepancies, and potential meal/rest period issues; check meal waiver documentation; follow up with salon managers on corrections; and coordinate with the third-party payroll provider to resolve payroll discrepancies
• Track meal premiums, missed breaks, PTO and sick leave balances, bonuses, and payroll adjustments, and flag potential compliance issues, such as final pay timing or recordkeeping gaps, to HR leadership
• Track required postings, employee notices, acknowledgments, and compliance deadlines, and follow up with managers on outstanding items

Employee Relations & HR Communication

• Serve as the first point of contact for routine employee and manager HR questions and employee relations issues across salon locations, including monitoring and responding to the HR inbox
• Refer employee complaints and potential policy violations to HR leadership, and support workplace investigations as directed, including scheduling interviews, taking notes, and organizing documentation
• Assist managers with attendance concerns, including no-call/no-show situations, and prepare counseling, verbal warning, and written warning documents for management review and approval
• Draft professional HR correspondence, notices, and follow-up emails, and coordinate incident reports and signed acknowledgment forms

Leave of Absence & Workers’ Compensation Support

• Coordinate the administrative steps of leaves of absence, including FMLA, CFRA, PDL, and other applicable state/local leaves, such as tracking requests and expected return dates, sending required notices and certification forms, and coordinating benefits during leave; refer leave eligibility, protected-leave, and accommodation determinations to HR leadership
•  Support workers’ compensation claims under the direction of HR leadership, including timely claim reporting, communication with managers and the carrier/adjuster, and return-to-work follow-up
• Maintain accurate documentation and tracking of leave and return-to-work status, employee status changes, and benefits eligibility during leave

Talent Acquisition & Employee Lifecycle

• Support recruitment, including posting jobs, screening applicants, scheduling interviews, and preparing offer letters
• Follow up with managers on hiring status, missing new hire information, and onboarding progress
• Manage onboarding within Paylocity and Zoho Sign, ensuring offer letters, new hire paperwork, and all required new hire notices are complete, signed, and compliant
• Process voluntary resignations and administrative separation paperwork; coordinate final pay calculations and delivery with payroll (including outstanding hours, PTO payouts, and tip card payments), required separation notices, and COBRA notifications; escalate involuntary separations and final-pay concerns to HR leadership

HR Systems, Benefits & Reporting

• Maintain accurate employee data in Paylocity, including position, pay rate, employment status, and salon location, and process transfers, promotions, and status changes
• Coordinate benefits enrollment and eligibility tracking, including new hire enrollments, status changes, and annual open enrollment communications and follow-up; answer routine benefits questions and communicate with benefits administrators to resolve discrepancies
• Maintain organized, confidential personnel files and electronic HR records, and track outstanding documents and signatures
• Prepare new hire, separation, transfer, and status change reports, maintain HR tracking spreadsheets, and support HR-related audits and records requests, including the annual 401(k) audit

Policy Implementation & Training

• Support the rollout and communication of company policies and programs, including handbook acknowledgments
• Coordinate required training for managers and employees, including harassment prevention, IIPP, and Workplace Violence Prevention Plan (WVPP) training, and track completion
• Identify common manager questions and help maintain practical tools, templates, and checklists
• Other duties, as assigned

Required Qualifications

Experience

• 1–3 years of HR, payroll administration, or related administrative experience; multi-location or field-based environment preferred
• General familiarity with California employment and wage and hour requirements; Arizona knowledge a plus
• Experience with onboarding, offboarding, benefits, or payroll workflows
• Exposure to leave of absence or workers’ compensation administration a plus
• Experience supporting hourly, non-exempt workforces (retail, hospitality, or salon industry experience preferred).
• Strong documentation, attention to detail, organizational, and communication skills.
• Ability to independently manage routine tasks and follow-ups, juggle multiple deadlines in a fast-paced environment, and recognize when an issue should be escalated

Knowledge & Skills

• Interest in building knowledge of California leave laws (e.g., CFRA, PDL) and wage and hour requirements for non-exempt employees
• Ability to handle sensitive employee matters with professionalism and discretion
• Strong organizational skills and follow-through, with the ability to manage a high volume of transactional work accurately
• Sound judgment, including knowing when to escalate issues to HR leadership
• Strong interpersonal and communication skills, with the ability to build credibility with and support frontline managers
• Coachable and receptive to feedback, with a collaborative approach that fits a team-oriented, salon-focused culture

Technical Proficiency

• Experience with an HRIS or payroll system; Paylocity preferred
• Experience reviewing timecards or payroll records for accuracy a plus
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with Zoho Sign or similar e-signature tools and salon or retail systems (e.g., Zenoti) is a plus

Education & Certifications

• Bachelor’s degree or equivalent experience
• HR certification (aPHR, PHR, SHRM-CP, or equivalent) a plus

Additional Requirements

• Must reside in California; Bay Area location strongly preferred
• Bay Area–based candidates: ability to work on-site at the Castro Valley office at least one day per week
• Ability to travel to salon locations as needed (Northern California, Southern California, and Arizona)
• This is a non-exempt, hourly position; must accurately record all time worked, take compliant meal and rest periods, and obtain advance approval for any overtime
• Ability to handle sensitive and confidential information with discretion

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.