Firmwide HR Coordinator

Job Description

The Firmwide HR Coordinator plays a critical role in supporting the day-to-day operations and firmwide initiatives of the Human Resources function.  This position serves as a coordination point across HR programs and initiatives, while collaborating with local HR Advisors, Directors of Administration, and firmwide departments to ensure seamless execution of core processes.

This role combines operational support, project coordination, and program administration, with a strong focus on accuracy, organization, and service delivery.  The ideal candidate is highly detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced, professional services environment. 

KEY RESPONSIBILITIES

• Provide comprehensive administrative and operational support to FW HR Department, including document management, communications, travel coordination, expense processing, and support for HR initiatives and projects.

• Oversee the Firm’s background review program for partners, associates, and business professional staff, ensuring compliance and timely completion.

• Manage the offer letter process for all non-attorney staff.

• Administer the Firm’s anniversary recognition programs for partners, associates, and professional staff, including ordering and distributing gifts and acknowledgments.

• Manage the preparation and distribution of quarterly Board certificates of appreciation, including preparation and distribution of certificates and monetary awards.

• Coordinate participation in and submission of surveys and award applications for various organizations, including Working Mother, National Association for Female Executives, Human Rights Campaign, Vault, and others.

• Coordinate the employee immigration process by working with HR advisors and the Firm’s immigration attorney.

• Process vendor invoices, including placement fees and other HR-related expenses, ensuring timely and accurate payment.

• Coordinate logistics for interviews, meetings, and orientation schedules.

• Arrange for payroll and matching contributions for the Firm’s support of disaster relief efforts

• Manage firm communications related to condolences and charitable contributions, ensuring timely and appropriate outreach.

• Coordinate the distribution and posting of required federal and state employment notices to ensure ongoing compliance.

REQUIRED EDUCATION, KNOWLEDGE & EXPERIENCE

• Bachelor’s degree in Human Resources, Business, or a related field

• At least 3 years’ experience in an administrative role, Human Resources, or a professional services environment.

• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.

• High level of attention to detail and commitment to accuracy.

• Excellent written and oral communication skills.

• Strong interpersonal skills with the ability to collaborate across all levels of the organization.

• Proficiency in Microsoft Office Suite; experience with HRIS platforms (e.g. Workday) preferred.

• Ability to handle sensitive and confidential information with discretions.

PHYSICAL REQUIREMENTS

• Ability to manage standard office administrative tasks, including occasional lifting of materials (up to 15-25 lbs).

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us atPillsburyWorkday@pillsburylaw.com.