Dark Horse Athletics is seeking a highly organized, people-focused Administrative & Human Resources Coordinator to support the day-to-day operations of our growing organization. This role serves as the primary HR and administrative resource for our coaching and operations staff while also providing exceptional customer service to athletes and families.

The ideal candidate has a background in Human Resources or People Operations and enjoys working in a fast-paced, team-oriented environment. This position is responsible for employee onboarding, HR administration, payroll support, personnel records, recruiting coordination, compliance tracking, and employee communications while also assisting with general administrative operations and special events.

This individual will play a key role in creating a positive employee experience while ensuring the organization remains efficient, compliant, and well-supported.

Key Objectives & Purposes

Employee Experience

Create a welcoming, organized, and professional experience for every employee from recruiting through onboarding and ongoing employment.

Human Resources Administration

Maintain accurate employee records, support payroll processes, ensure compliance, and assist leadership with HR initiatives.

Organizational Excellence

Develop and maintain consistent systems, documentation, and administrative processes that allow the organization to scale effectively.

Customer & Team Support

Serve as a reliable resource for employees, coaches, families, and leadership by providing timely communication and exceptional service.

Major Duties & Responsibilities

1. Human Resources Administration

Employee Onboarding & Off-boarding

Coordinate all new hire onboarding processes and paperwork
Prepare employment documents and ensure completion of required forms
Facilitate new employee orientation and system access
Manage offboarding checklists and documentation

Employee Records & Compliance

Maintain confidential personnel files and HR documentation
Track required certifications, background checks, and employment requirements
Ensure compliance with organizational policies and employment regulations
Maintain employee handbooks, policies, and HR forms

Payroll & Benefits Support

Verify employee hours and payroll data for accuracy
Coordinate with leadership on payroll submissions
Assist employees with payroll and benefit questions
Track PTO balances and employee leave requests

Recruiting & Hiring Support

Post job openings and manage applicant tracking
Schedule interviews and coordinate hiring logistics
Assist managers with candidate communication and offer processes
Support recruiting events and hiring initiatives

Employee Relations & Internal Communication

Serve as a trusted administrative resource for staff questions
Assist with employee recognition initiatives and company culture programs
Coordinate internal announcements, meetings, and HR communications
Support leadership with performance review scheduling and documentation

2. Administrative Operations

Communication & Customer Service

Respond to phone calls and emails within 24 hours
Provide professional, knowledgeable assistance to families and staff
Escalate urgent matters to leadership when appropriate

Scheduling & Office Management

Support staff scheduling and calendar management
Coordinate internal meetings and administrative deadlines
Maintain organized office systems and documentation

Technology & Systems

Utilize Google Workspace and internal software platforms
Maintain employee databases and administrative systems
Assist with process documentation and workflow improvements

3. Financial & Administrative Support

Payroll Administration

Review payroll submissions for completeness and accuracy
Track employee reimbursements and administrative expenses
Maintain confidential payroll documentation

Accounts & Records

Assist with membership payment tracking as needed
Maintain accurate financial and administrative records
Support leadership with reporting and data management

4. Operations & Event Support

Office & Purchasing

Manage office supply inventory and purchasing
Coordinate equipment and administrative resource needs
Assist with facility and operational logistics

Tournament & Event Support

Support administrative planning for tournaments and special events
Coordinate staffing schedules and event documentation
Availability to work two tournament weekends annually

Qualifications:

Required

5+ years of experience in Human Resources, People Operations, Office Management, or Administrative Support
Strong organizational skills with exceptional attention to detail
Ability to maintain confidentiality and handle sensitive employee information
Excellent written and verbal communication skills
Advanced proficiency in Google Workspace
Ability to manage multiple priorities in a fast-paced environment
Professional, approachable, and service-oriented mindset

Preferred

HR degree or HR certification (PHR, SHRM-CP, or equivalent)
Experience with payroll administration preferably BambooHR
Experience supporting recruiting and onboarding processes
Knowledge of employment compliance and HR best practices
Experience in youth sports, athletics, or service-based organizations

Dark Horse Athletics remote jobs

Administrative & Human Resources Coordinator