HR and Workplace Experience PartnerReports to: Director of Human Resources
Location: White Plains, New York
Salary Range: $95,000-$105,000 annually
Classification: Exempt
Work Arrangement: Fully On-Site
Travel: Occasional Regional Travel
Position SummaryThe HR and Workplace Experience Partner serves as the primary on-site Human Resources resource for employees and managers in Callahan's White Plains office. The role is centered on HR operations, employee support, recruiting, onboarding, employee relations coordination, training, compliance, and engagement, with limited workplace coordination responsibilities that support an effective office environment.
Working closely with the Director of Human Resources and local leadership, this position supports consistent HR practices throughout the employee lifecycle, maintains accurate and confidential employee information, assists managers with day-to-day people needs, and strengthens the employee and candidate experience throughout the Tri-State region.
The ideal candidate is an approachable, detail-oriented HR professional who combines strong employee-service skills with sound judgment, confidentiality, follow-through, and the ability to manage multiple priorities in a fast-paced environment.
This is a fully on-site position based in White Plains, New York, and is not eligible for a remote or hybrid work arrangement. Occasional travel to Callahan's Bridgewater, Massachusetts, headquarters and other regional locations is required.
Essential ResponsibilitiesHuman Resources Operations & Employee Support- Serve as the first point of contact for routine HR questions from employees and managers and connect them with the Director of Human Resources or other appropriate resources when needed.
- Coordinate the full new-hire onboarding process, including pre-employment documentation, background checks, orientation scheduling, HRIS setup, required acknowledgments, and first-day readiness.
- Support offboarding activities, including documentation, system updates, company-property coordination, and exit-process administration.
- Prepare offer letters, status-change documents, employment verifications, and other employment-related correspondence.
- Maintain accurate employee records, electronic personnel files, HR trackers, and required documentation in accordance with company policies and applicable requirements.
- Process employee data changes in ADP Workforce Now and support accurate reporting across HR, payroll, benefits, timekeeping, and recruiting functions.
- Support PTO, leave, benefits, payroll, and timekeeping administration by collecting documentation, responding to routine questions, tracking required information, and escalating complex matters appropriately.
- Provide administrative and documentation support for employee relations matters, workplace investigations, corrective action, accommodations, and other sensitive HR processes under the direction of the Director of Human Resources.
- Assist with the consistent communication and local implementation of HR policies, programs, procedures, and company initiatives.
- Exercise sound judgment in identifying employee concerns, compliance risks, or workplace matters that require prompt escalation to senior HR leadership.
Recruiting & Talent Acquisition- Coordinate recruiting activities for assigned positions within the Tri-State region.
- Partner with hiring managers and Human Resources to understand staffing needs, refine candidate profiles, and support effective recruiting strategies.
- Conduct initial candidate phone screens and coordinate interviews, candidate communications, and related logistics.
- Maintain accurate applicant tracking and recruiting documentation and monitor progress through each stage of the hiring process.
- Represent Callahan at job fairs, college and vocational school events, industry events, community recruiting programs, military transition events, and other talent outreach initiatives.
- Develop and maintain relationships with colleges, trade and vocational schools, workforce development organizations, and other recruiting partners.
- Support Callahan's internship and employee referral initiatives and recommend opportunities to strengthen candidate outreach and the recruiting experience.
- Serve as a professional ambassador for Callahan throughout the candidate experience.
Employee Relations, Training & Compliance- Provide employees and managers with consistent guidance on routine HR processes and refer higher-risk or complex matters to the Director of Human Resources.
- Coordinate required employee training, compliance acknowledgments, professional development activities, and completion records.
- Monitor assigned HR documentation and recurring requirements, identify gaps, and follow up with employees or managers to support timely completion.
- Assist with fact gathering, documentation, scheduling, and follow-up for employee relations and workplace matters while maintaining appropriate confidentiality.
- Help implement HR process improvements and recommend practical solutions that support consistency, compliance, employee service, and operational efficiency.
Employee Engagement & Community Relations- Coordinate employee engagement initiatives, team-building events, employee appreciation activities, wellness initiatives, office celebrations, and other programs that contribute to a positive employee experience.
- Partner with Human Resources, managers, and local leadership on initiatives designed to strengthen employee engagement, communication, and workplace culture.
- Organize community and volunteer events in partnership with Rising Tide, Callahan's nonprofit arm.
- Coordinate volunteer opportunities, charitable activities, fundraising events, and community service projects.
- Represent Callahan and Rising Tide at appropriate community, networking, and outreach events and identify opportunities for employee participation throughout the Tri-State region.
Workplace Coordination- Support a welcoming, organized, professional, and employee-focused environment in the White Plains office.
- Coordinate reception and phone coverage and help provide a positive experience for visitors, candidates, employees, and business partners.
- Coordinate conference-room scheduling, office meetings, and workplace logistics.
- Monitor office supplies and coordinate purchasing, vendor services, maintenance requests, parking assignments, and other routine workplace needs.
- Maintain appropriate office records and assist with space planning and workplace changes as the business grows.
- Coordinate with appropriate departments at Callahan's Bridgewater headquarters to help address office and employee needs in a timely manner.
Corporate and Leadership Coordination- Serve as a key point of coordination between the White Plains office and designated departments at Callahan's Bridgewater headquarters.
- Facilitate communication and timely follow-up regarding HR, payroll, IT, safety, training, and other employee or operational needs.
- Coordinate leadership meetings, communications, and projects that directly relate to employees, recruiting, training, engagement, or workplace initiatives.
- Provide limited administrative coordination to local leadership when necessary to support HR priorities and effective office operations.
- Partner with appropriate corporate resources regarding business travel, expense processing, and other administrative needs.
Qualifications- 3-7 years of progressive experience in Human Resources, recruiting, employee experience, or a related people-operations role.
- Current SHRM or HRCI professional certification, such as SHRM-CP, SHRM-SCP, PHR, or SPHR, is preferred. Candidates who are actively pursuing an applicable certification will also be considered.
- Hands-on experience with onboarding, HR administration, recruiting coordination, employee records, HRIS data entry, and employee support.
- Working knowledge of Human Resources practices and the ability to recognize when a matter requires escalation to senior HR leadership.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and confidential matters accurately.
- Excellent verbal and written communication skills and the ability to build effective working relationships with employees, candidates, managers, and business partners.
- Sound judgment, professionalism, discretion, attention to detail, and reliable follow-through.
- Ability to work independently, exercise appropriate discretion within assigned responsibilities, and collaborate effectively with Human Resources, local leadership, and corporate departments.
- Experience in construction, professional services, or another fast-paced, multi-location business environment is preferred.
Technology & Systems Skills- Experience with ADP Workforce Now, including employee data management and HR-related administrative functions.
- Experience with applicant tracking systems, recruiting platforms, payroll, timekeeping, and benefits systems.
- Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to maintain accurate electronic records, reports, trackers, and other HR documentation and to quickly learn new systems and applications.
Core Competencies- Employee Service & Relationship Building
- Human Resources Judgment & Discretion
- Employee & Candidate Experience
- Organization & Prioritization
- Collaboration & Teamwork
- Initiative & Follow-Through
- Attention to Detail
- Problem Solving
- Communication
- Adaptability
- Professionalism
Work Location & Schedule- This is a full-time, exempt position based in Callahan's White Plains, New York, office.
- Regular in-person attendance is an essential requirement of the position.
- This position is not eligible for a remote, hybrid, or work-from-home schedule.
- Occasional travel throughout New York, New Jersey, Connecticut, and to Callahan's Bridgewater, Massachusetts, headquarters may be required.
- Occasional evening or weekend work may be necessary for recruiting events, training programs, employee engagement activities, community events, or other business needs.
