HR Coordinator I-9 Specialist (Bilingual)

Who We Are:

The Facilities Group (TFG), headquartered in Tampa, FL, is a family of commercial facilities maintenance companies, providing best-in-class service to over 25,000 locations across the country. The Facilities Group partners with the premier local, regional, and national facility service providers while maintaining brand legacy and driving high-powered technology. The Facilities Group family of companies has 17 offices throughout the United States and provides comprehensive suite of janitorial and maintenance services to a variety of end markets including commercial, distribution, logistics, aviation, education, finance, industrial and healthcare facilities. 

Our principle of providing best in class service not only guides how we treat our clients but is also the foundation of our company culture. We understand the importance of maintaining an exciting culture for our employees and believe in creating an empowering professional environment with a sense of community and opportunity. 

Job Summary:

The Human Resources Coordinator I-9 Specialist supports the organization’s talent and compliance functions by managing all activities related to Form I 9 Section 2 completion, E Verify processing, remote employment verifications, and the resolution of Tentative Non-confirmations (TNCs). This role ensures timely, accurate, and compliant onboarding documentation while providing exceptional service to new hires, managers, and HR partners. Additional onboarding duties will be assigned based on business needs.

This role is remote based in Central or Mountain Standard Time

HR Coordinator I-9 Key Responsibilities:

•    Complete and validate Section 2 of Form I 9 for all new hires in accordance with DHS and USCIS requirements

•    Review identity and work authorization documents for accuracy and acceptability

•    Ensure Section 2 is completed within required timelines

•    Apply consistent standards across all brands and locations

•    Maintain compliant documentation practiced and retention standards

•    Create and manage E-Verify cases for all new hires

•    Ensure timely case submission following I-9 completion

•    Monitor case statuses and follow required resolution steps

•    Maintain proper E-Verify documentation and audit trail

•    Manage Tentative Non-Confirmation (TNC) cases end-to-end

•    Notify employees promptly and in accordance with E-Verify requirements.

•    Provide required notices and explain employee rights and next steps

•    Track employee action deadlines and agency responses.

•    Maintain documentation of all communication and resolutions

•    Conduct remote I-9 verifications using approved DHS/USCIS methods.

•    Coordinate authorized representatives or approved alternative verification processes

•    Ensure compliance with current federal rules governing remote verification

•    Maintain documentation validating remote verification eligibility and completion

•    Perform regular internal audits of I-9 records for accuracy, completeness, proper signatures, and dates

•    Partner with HR leadership on audit findings, remediation, and risk mitigation

HR Coordinator I-9 Specialist Additional Responsibilities:

•    Assist with new hire onboarding tasks such as scheduling, documentation collection, system setup, and orientation support.

•    Deliver a consistent and positive onboarding experience by guiding new hires through required steps and responding to inquiries.

•    Collaborate with HR team members to ensure seamless, well-coordinated onboarding workflows across the organization.

•    Maintain employee records in HRIS and ensure data accuracy for new hire entries.

•    Provide administrative support for HR projects, process improvements, and compliance initiatives.

•    Maintain confidential employee information with discretion and adherence to data privacy requirements.

•    Support process documentation, standard operating procedures, and training materials related to onboarding and employment verification.

HR Coordinator Requirements and Qualifications:

•    1–2 years of HR, onboarding, compliance, or administrative experience.

•    Must be bilingual in English/Spanish

•    Strong understanding of Form I 9 requirements, Section 2 completion, and E Verify processes.

•    Experience in handling remote verifications and TNC case management.

•    High attention to detail with strong organization and follow-through.

•    Ability to communicate clearly and professionally with employees at all levels.

•    Proficiency with Microsoft Office and HRIS systems. ADP Preferred.

•    Experience working in a multi-state environment.

•    Knowledge of DHS or USCIS compliance updates.

•    Experience in a high-volume onboarding or shared services HR environment.

HR Coordinator Benefits

•    Health 

•    Vision 

•    Dental 

•    Life 

•    401k 

•    Vacation 

***The Facilities Group is committed to fostering, cultivating, and preserving a culture of diversity and inclusion. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Our commitment extends beyond preventing discrimination and harassment; it’s about creating an environment where diverse backgrounds and perspectives are valued. We believe in the power of our people, the ideas they bring, and what we can accomplish together.

***Consistent with the Americans with Disabilities Act (ADA), all state & federal requirements, it is the policy of The Facilities Group to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship.  The Facilities Group also provides reasonable accommodations as required under the Pregnant Workers Fairness Act (PWFA) for limitations related to pregnancy, childbirth, or related medical conditions. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruitment Team 813-425-1985.

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