HR Coordinator (Total Rewards)

Position Overview: As the Human Resources Coordinator, you are responsible for administratively supporting the company's HR initiatives and programs. This position is key to driving team member engagement by ensuring timely, thoughtful support to field partners and providing meaningful information to help them effectively lead their teams. Additionally, this position is critical to ensuring compliance, integrity in compensation processes, and supporting overall educational human resources initiatives that strengthen our culture and support our team members.

Core Responsibilities

HR Operations & Team Member Support

• Serve as the first point of contact for HR inquiries via the HR inbox, ensuring timely, accurate, and professional responses.

• Triage and resolve Tier 1 HR requests, escalating complex issues to appropriate Centers of Excellence (COEs) or HR Business Partners.

• Manage unemployment claims and employment verification requests, ensuring timely and compliant responses.

• Receive, sort, and route incoming HR mail, maintaining confidentiality and proper documentation.

• Maintain both electronic and physical HR records, ensuring accuracy, confidentiality, and compliance.

• Support HR billing processes and vendor coordination across programs.

• Conduct audits to ensure compliance with employment laws (e.g., age requirements, I-9/E-Verify).

• Uphold data protection standards and maintain confidentiality in all HR service delivery.

• Provide backup support to peer HR Coordinator(s) and to the Front Desk Receptionist as needed.

HR Program & Project Coordination

• Coordinate cyclical HR initiatives across COEs, ensuring alignment with business priorities and timely execution.

• Maintain clear documentation of HR workflows and processes to support consistency and training.

• Partner with Compliance to ensure labor law posters are current and properly displayed.

• Provide logistical and administrative support for HR-led programs.

• Monitor and report on HR service delivery metrics, including ticketing system trends and insights.

• Identify and recommend enhancements to HR processes based on ticket and process analysis.

HR Systems & Technology

• Administer the HR ticketing system (OneCall/ServiceNow), ensuring accurate intake, routing, and resolution.

• Process basic HR transactions in Workday with precision and proper documentation.

• Provide first-level support for system-related issues, escalating as needed.

• Track and analyze HR metrics to assess program effectiveness across the team member lifecycle.

Specialized Responsibilities - HR Coordinator, Total Rewards

Leave of Absence Support

• Administer leave of absence requests including FMLA, ADA, parental leave, and other statutory or company-sponsored leaves.

• Serve as the main liaison for team members, provide guidance and support throughout the leave process.

• Track and manage leave cases, ensuring timely documentation, follow-up, and resolution.

• Partner with managers and HRBPs to communicate leave status and return-to-work plans.

• Maintain accurate records and ensure compliance with federal, state, and local leave regulations.

Total Rewards Support

• Administer one-time payment processes (e.g., bonuses, relocation, reimbursements) and generate internal offer letters.

• Support work/life programs such as sabbaticals, tuition assistance, and adoption assistance.

• Maintain compliance and accuracy in Total Rewards-related documentation and systems.

• Facilitate administration of compliance requirements, including sending documentation related to 5500s, 1095s, etc.

• Own and manage the Total Rewards annual calendar of events and cycles, including managing meetings to facilitate conversation with key partners.

• Lead Total Rewards portion of orientation process.

Qualifications:

Required:

• 3-5 years of experience in Human Resources, with exposure to HR operations, systems, or administrative support.

• Demonstrated ability to manage confidential information with discretion and professionalism.

• Strong organizational skills with attention to detail and the ability to manage multiple priorities in a fast-paced environment.

• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and familiarity with HRIS platforms (e.g., Workday).

• Excellent written and verbal communication skills, with a customer service mindset.

• Ability to work independently and collaboratively across teams.

• Experience handling Tier 1 HR inquiries and managing documentation with accuracy and compliance.

• Comfort with interpreting and applying employment laws, policies, and procedures.

Preferred:

• Bachelor's degree in Human Resources, Business Administration, or related field (or equivalent experience).

• Experience supporting HR Centers of Excellence (e.g., Talent Acquisition, Total Rewards, Learning & Development).

• Prior experience with HR ticketing systems (e.g., ServiceNow).

• Familiarity with leave administration, benefits programs, or compensation processes.

• Exposure to recruiting coordination, onboarding, or candidate sourcing tools.

• Experience supporting compliance-related activities (e.g., audits, regulatory documentation).

• Knowledge of employment verification, unemployment claims, and I-9/E-Verify processes.

• Experience managing vendor relationships or coordinating wellness and engagement initiatives.

Physical Requirements:

The physical requirements for this position include sitting, standing, bending, lifting, and moving intermittently during working hours. These physical requirements must be accomplished with or without reasonable accommodation.

The duties of this position may change from time to time. Caribou reserves the right to add or delete duties and responsibilities at the discretion of Caribou or its managers. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.

Caribou Coffee Operating Company, Inc. and itsaffiliatesare proud to be Equal Opportunity Employersto all applicants for employment and prohibit discrimination and harassment of any type based on any characteristic protected by federal, state or local laws. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.