Covalen is a family-owned wholesale distributor and service company based on the southeast side of Indianapolis and serving five states. We supply top-of-the-line products and expert service to the water and wastewater infrastructure industry. Our commitment to integrity, innovation, and customer satisfaction has made us a trusted partner for municipalities, contractors, and industry professionals alike.
JOB SUMMARY
We're looking for an energetic, people-focused HR Coordinator who is passionate about creating an exceptional employee experience and fostering a positive, engaging workplace culture. In this role, you'll serve as a trusted resource for employees, helping support HR operations while coordinating employee programs, communications, events, and initiatives that strengthen engagement and celebrate our team's successes.
No two days are the same. You'll play a key role in keeping our workplace running smoothly by managing a variety of HR and administrative responsibilities, coordinating vendors and office operations, supporting employee onboarding and development, and ensuring our employees have the tools and resources they need to succeed. We're looking for someone who is highly organized, resourceful, proactive, and thrives in a collaborative environment where building relationships and continuously improving the employee experience are top priorities.
RESPONSIBILITIES
- Support the HR team with onboarding, orientation, and new hire paperwork.
- Coordinate all logistics for employee training sessions, meetings, Lunch & Learns, and company events, including scheduling, travel arrangements, venue reservations, catering, purchasing, and other event-related planning to ensure successful execution and a positive employee experience.
- Coordinate employee engagement initiatives, recognition events, and company celebrations.
- Communicate HR announcements and gather employee feedback to improve future programs.
- Respond to employee questions and direct inquiries to the appropriate HR team members.
- Maintain accurate employee records and personnel files in both electronic and paper formats while ensuring confidentiality.
- Maintain office supplies and common areas to support daily operations.
- Coordinate regular facility inspections with contracted cleaning vendors, identify maintenance or service concerns, and ensure timely resolution to maintain a safe and professional work environment.
- Serve as the primary point of contact for office technology and telecommunications vendors, coordinating updates, troubleshooting issues, and supporting the functionality of company-issued cell phones, computers, phone systems, and office equipment.
- Review, verify, and approve monthly vendor invoices for office services, technology, and facilities to ensure accuracy and timely payment.
- Monitor vendor contract terms and renewal schedules, conduct due diligence by evaluating service performance and pricing, and assist with contract negotiations and renewal recommendations to support organizational needs and cost effectiveness.
- Manage all incoming and outgoing mail operations and oversee daily office administrative functions to ensure efficient and effective business operations.
- Coordinate the maintenance of registered agent information, business entity records, and state compliance filings across multiple jurisdictions, ensuring timely renewals and adherence to applicable regulatory requirements.
- Manage employee access badges, keys, workspace assignments, and related administrative tasks.
- Coordinate the procurement, setup, and lifecycle management of company-issued computers, mobile devices, and phone lines, including ordering new equipment, initiating service requests, and serving as the primary liaison with technology and telecommunications vendors.
- Conduct online research and assist with special projects as assigned.
- Manage companywide purchasing activities, including office and janitorial supplies, employee apparel, trade show promotional items, food and beverages, and other operational materials, while maintaining inventory levels and ensuring cost-effective procurement.
- Develop and distribute employee communications, including company announcements, event promotions, reminders, holiday schedules, and other organizational updates to ensure employees remain informed and engaged.
- Provide high-level administrative support to the President by managing a variety of confidential and time-sensitive tasks, including transcribing dictation, preparing and revising correspondence and documents, coordinating travel research, managing membership renewals, conducting product and vendor research, and completing special projects to support executive priorities.
IDEAL CANDIDATE
The ideal candidate is eager to begin a career in Human Resources and enjoys helping others, staying organized, and supporting a positive workplace culture. This role provides an excellent opportunity to gain experience across multiple HR functions, including employee relations, onboarding, training coordination, and HR administration.
SKILLS
- Friendly, approachable, and skilled at building genuine connections with everyone from team members to leadership.
- Confident decision-maker who can think ahead, spot what’s outside the norm, and take action to keep things from missing the mark.
- Self-motivated drive to make things happen and the follow-through to see every task through to the finish.
- Organized multitasker who can juggle priorities, meet deadlines, and still keep an eye on the details.
- Tech-comfortable with communication devices, office equipment, and troubleshooting their quirks.
- Strong internet proficiency in finding information and solutions.
- Excellent written communicator with polished grammar, spelling, and punctuation.
- Proficient in Microsoft Office Outlook, Word, Excel, and OneNote.
WORK EXPERIENCE
- High school diploma or equivalent required; Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
- Previous administrative or office experience is required.
- Previous purchasing experience would be a plus but not required.
WORKING CONDITIONS/DEMANDS
- This position is a Monday-Friday, 8:00 AM-5:00 PM, in-office position.
- This position requires the ability to effectively communicate and to operate a computer and other standard office equipment.
- The position involves sedentary work as well as periods of time moving around an office and warehouse environment.
BENEFITS
For full-time employees, Covalen offers a wide range of benefits:
- Covalen paid employee dental and vision insurance
- Medical insurance coverage cost shared by employee and Covalen
- Covalen HSA contribution at time of enrollment
- Automatic employer 401k contribution
- Covalen paid life insurance
- Covalen paid short term and long term disability insurance
- Paid time off - vacation, sick, holidays, floating holiday, volunteer days, bereavement
- Employee Assistance Program (EAP)
- Voluntary insurance options – accident, hospital, critical illness, and additional life insurance
SALARY
Compensation will be commensurate with experience and skills for this non-exempt position and is targeted at $22-$24/hour with a 40-hour work week schedule.
Job Type: Full-time
Pay: $22.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
License/Certification:
- Driver's License (Required)
Ability to Commute:
- Indianapolis, IN 46239 (Required)
Work Location: In person
