Logistics and HR Coordinator
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AI Summary
The role involves coordinating all housing logistics for employees across various project sites, including negotiating rates and managing workforce movements. Additionally, the coordinator will manage logistical onboarding for new hires, tracking required documentation and providing first-day instructions.
*This position is open to Latin American candidates.
Role Overview
We are seeking a highly organized and proactive Logistics & HR Coordinator to support workforce operations across multiple projects and locations. This role is critical in ensuring seamless housing logistics and a smooth onboarding experience for employees and contractors. The ideal candidate thrives in a fast-paced environment, excels at coordination, and communicates effectively with both internal teams and external partners.
Key Responsibilities
Logistics Coordination
- Coordinate and secure housing arrangements for employees across various project sites.
- Negotiate rates, payment terms, extensions, and cancellation policies with hotels and lodging providers.
- Assign rooms and roommates in alignment with operational needs and company guidelines.
- Manage workforce logistics, including arrivals, departures, transfers, and stay extensions.
- Maintain and update trackers, reports, and dashboards related to housing and workforce movements.
- Serve as the primary point of contact between employees, recruiters, operations teams, and external vendors.
- Resolve housing-related issues such as room assignments, damages, cleanliness concerns, or policy violations.
- Communicate housing details, check-in instructions, and updates in a timely and professional manner.
- Monitor lodging costs and identify cost-effective solutions aligned with project budgets.
- Ensure compliance with company housing policies and employee conduct standards.
Onboarding & HR Support
- Coordinate logistical onboarding for new hires and contractors assigned to projects.
- Send, track, and follow up on required documentation (employment forms, IDs, banking details, agreements, etc.).
- Provide first-day details including schedules, project location, reporting instructions, and expectations.
- Support or facilitate onboarding and orientation sessions related to logistics and housing.
- Confirm housing arrangements are finalized prior to employees’ start dates.
- Act as a point of contact for new hires during their transition from recruitment to deployment.
- Collaborate closely with recruiting and operations teams to ensure a seamless onboarding experience.
Qualifications
- Proven experience in logistics coordination, workforce planning, HR operations, or a related field.
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Excellent communication and interpersonal skills.
- Experience working with vendors and negotiating contracts is preferred.
- Proficiency in Spreadsheets or similar tools for tracking and reporting.
- Ability to problem-solve quickly and handle high-pressure situations with professionalism.
- Fluent in English.
Preferred Attributes
- Experience supporting distributed or project-based workforces.
- Detail-oriented with a strong sense of accountability.
- Adaptable and comfortable working in a fast-paced, dynamic environment.
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