Human Resources Assistant​/Office Coordinator

Job Description

• Job Title: Human Resources Assistant / Office Coordinator
• Company Name: Intelligent Fire Systems & Solutions (IFSS)
• Pay Range: $22-26+ per hour (based on experience)
• Department: Human Resources
• Location: Anaheim, CA
• Reports To: HR Manager
• FLSA Status: Non-Exempt
• Industry: Construction Services / Fire Protection (Commercial, Industrial, Government, Union)

Intelligent Fire Systems & Solutions (IFSS) is seeking a highly organized and detail-oriented Human Resources Assistant / Office Coordinator to support HR operations and daily office coordination. This role plays a critical part in maintaining data accuracy, ensuring compliance, supporting onboarding and benefits workflows, and keeping our Anaheim office running professionally and efficiently.

The HR Assistant / Office Coordinator executes administrative and compliance-related tasks with precision, urgency, and discretion. This position requires strong follow-through, the ability to work within established SOPs and templates, and a commitment to protecting confidential information. If you thrive in a structured yet fast-paced environment and take pride in accuracy, organization, and accountability, this is an opportunity to contribute to a mission-driven team focused on protecting lives and property.

Intelligent Fire Systems & Solutions (IFSS) is a fire-life safety construction and service company founded in 2014 with a clear and unwavering purpose: to protect lives, property, and peace of mind. Built on decades of industry expertise, IFSS delivers fire alarm, very early warning, and life-safety solutions with precision, care, and an uncompromising commitment to doing the work the right way—every time.

At IFSS, life safety is more than a trade; it is a responsibility we take personally. That responsibility shapes how we design, install, inspect, maintain, and service critical systems—and how we show up for our clients and one another. Our work is grounded in quality craftsmanship, integrity in action, accountability, reliability, and a relentless pursuit of excellence.

Our mission is simple and non-negotiable: to passionately protect lives and assets by delivering exceptional experiences every time. When you join IFSS, you become part of a team that values collaboration, professionalism, and purpose.

Fire, Life, & Your Safety. Always.

• HRIS & Audits
  • Maintain accurate employee data in the HRIS, including job changes, reporting structures, personal data updates, and document tracking.
  • Conduct scheduled audits of employee records to ensure completeness, accuracy, and compliance.
  • Reconcile HRIS data against source documentation; identify discrepancies and propose resolutions.
  • Generate and validate HR reports (headcount, turnover, PTO balances, training compliance, etc.) and deliver by deadline.
  • Maintain organized, audit-ready digital filing systems with consistent naming conventions and retention practices.
• Onboarding & Training Coordination
  • Coordinate new hire onboarding tasks in alignment with established HR SOPs and timelines.
  • Track completion of onboarding documentation and follow up to ensure deadlines are met.
  • Prepare and distribute welcome communications, policies, and training materials using approved templates.
  • Coordinate with internal stakeholders to confirm workstation access, system credentials, badges/keys, and orientation logistics.
  • Support I-9 workflow coordination and expedite any missing or time-sensitive documentation.
• Benefits Administration Support
  • Support benefits onboarding coordination and ensure eligibility details are accurate and properly transmitted.
  • Maintain benefits tracking logs and verify effective dates and documentation accuracy.
  • Route benefits questions using approved escalation paths.
  • Communicate professionally with internal teams and external vendors to prevent enrollment delays.
• Administrative & HR Support
  • Draft and send HR communications using approved templates, ensuring accuracy and professionalism.
  • Maintain updated company phone directories, rosters, and contact lists with version control.
  • Support HR compliance initiatives, policy rollouts, training reminders, and document…