Job Specification – Part-Time HR Coordinator
Location: Leeds, Yorkshire
Industry: HVAC Installation, Servicing & Maintenance / Building Services
Position: HR Coordinator
Employment Type: Part-time
Role Overview
We are looking for an organised, proactive and personable Part-Time HR Coordinator to join our established and growing HVAC and building services business in Leeds.
The company specialises in HVAC installation, servicing and maintenance, supporting commercial and building services projects across the region.
This is a hands-on HR coordination role supporting both our office-based team and engineers working across customer sites. The successful candidate will take ownership of day-to-day HR administration while supporting recruitment, onboarding, employee records, training, compliance and general employee matters.
Key Responsibilities
HR Administration
- Maintain accurate and confidential employee records.
- Manage personnel files, employment documentation and HR records.
- Prepare contracts, offer letters and other HR correspondence.
- Maintain holiday, sickness and absence records.
- Monitor probation periods and key employee dates.
- Assist with employee reviews and HR processes.
- Keep HR systems and databases up to date.
- Ensure HR documentation is completed accurately and on time.
- Maintain confidentiality when dealing with employee information.
Recruitment
- Coordinate recruitment for HVAC engineers, service engineers, maintenance engineers, apprentices and office-based positions.
- Prepare and advertise job vacancies.
- Manage applications and shortlist suitable candidates.
- Arrange interviews with managers.
- Communicate with candidates throughout the recruitment process.
- Coordinate references and right-to-work checks.
- Assist with pre-employment checks and documentation.
- Maintain a pipeline of potential candidates for future vacancies.
Onboarding & New Starters
- Coordinate the complete new-starter process.
- Prepare employment documentation and starter packs.
- Arrange inductions.
- Ensure new employees receive company policies and procedures.
- Coordinate required training and competency checks.
- Ensure engineers have the appropriate documentation, qualifications and certifications before commencing work.
- Monitor probation periods and provide reminders to managers.
Training & Competency Records
Because we operate within the HVAC and building services sector, maintaining accurate training and competency records is an important part of the role.
Responsibilities will include:
- Maintaining training and qualification records.
- Monitoring expiry dates for relevant certificates.
- Booking refresher training where required.
- Liaising with training providers.
- Supporting managers with employee training requirements.
- Maintaining records for technical, health & safety and industry-related qualifications.
- Ensuring managers are alerted to upcoming certification renewals.
Employee Support
- Act as a first point of contact for routine HR queries.
- Provide employees with information on company policies and procedures.
- Support managers with employee-related matters.
- Assist with absence and attendance processes.
- Support employee engagement initiatives.
- Help maintain a positive and professional workplace culture.
- Escalate more complex HR or employee relations matters appropriately.
Payroll & Administration Support
- Assist with the preparation and checking of payroll information.
- Maintain accurate records of holidays, sickness, overtime and other relevant information.
- Liaise with payroll providers or the finance team.
- Assist with payroll queries where appropriate.
- Maintain accurate employee information for payroll purposes.
We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
