Position Overview
BrightStar Care of S Nashville is seeking a detail-driven, compliance-minded HR Coordinator to own the full employee lifecycle and manage day-to-day branch operations.
The HR Coordinator is an on-site, in-the-trenches operator who proactively tracks deadlines, chases down missing documentation, and treats credential lapses as a crisis before they occur. This individual serves as the internal authority on federal employment law, Tennessee state requirements, and BrightStar/Joint Commission HR obligations. Beyond HR, the HR Coordinator Leads, Manages, and holds all branch staff Accountable (LMA) to deliver consistent, safe, compassionate, and high-quality care to every client. The HR Coordinator partners closely with the Director of Nursing, Sales Manager, and other key staff to maximize patient-centered care, branch revenues, and profitability.
This is not a passive or remote-eligible administrative role. The HR Coordinator is accountable for all personnel — both office and field staff — and is expected to operate with precision, urgency, and sound judgment at all times.
Supervisory Structure
Directly Supervises:
Customer Care Managers (CCM)/Schedulers; Field Specialists; Administrative Assistants; Field Staff (operationally)
Indirectly Supervises
(under direction of the Owner, HR Manager, Director of Compliance): Sales Manager; Recruiter; Intake Specialist
Key Leadership, Management, and Accountabilities (LMA)
The HR Coordinator is accountable for inquiry conversions, building a strong bench of talent, effective and efficient scheduling, accurate and timely billing/coding/payroll, and maintenance of all required federal, state, and brand-required licensures and accreditations.
Key Responsibilities
Recruiting & HiringThe HR Coordinator manages full-cycle recruitment for caregivers and administrative staff, application review, screening, interviewing, offer coordination, and onboarding initiation. All job postings and hiring practices must comply with EEOC, ADA, Title VII, and Tennessee employment law. Tennessee has no ban-the-box restrictions on private employers; however, criminal records must be reviewed consistently and documented using EEOC individualized assessment best practices.
All new applicants must be added to Connecteam immediately upon arrival to initiate the onboarding workflow. Compliant offer letters must be issued in coordination with management, including required legal contingencies: at-will acknowledgment, arbitration agreement, and non-solicitation/non-compete clauses executed with appropriate consideration for enforceability under Tennessee law. Required new hire reports must be submitted to the Tennessee Department of Labor within 20 days of hire. I-9 Employment Eligibility Verification must be completed within 3 business days of hire and submitted through E-Verify in compliance with the Tennessee Lawful Employment Act. All applicant tracking records and hiring documentation must be maintained per applicable retention requirements.
Background Checks & Registry ComplianceAll background checks and registry clearances must be completed and documented
beforeany employee has direct client contact. No exceptions.
New Hire Onboarding & Personnel File ComplianceThe HR Coordinator is responsible for ensuring that all required documents are completed at new hire onboarding/orientation and that every employee's personnel file is maintained in full compliance with TN Chapter 0940-05-38-.07. Required file contents include: completed employment application with 5-year work history; three personal references (at least one must have known the applicant for a minimum of 5 years); signed job description; employment requirements verification; criminal background check results and all required registry clearances with dates; date of birth documentation; I-9 (stored separately); TB test results or documented declination; drug screening results; all signed policy acknowledgments, handbook sign-off, HIPAA acknowledgment, and code of conduct; worker notice per T.C.A. § 33-2-421; annual performance evaluations; ongoing training records; disciplinary actions, PIPs, or corrective action plans; and termination documentation where applicable.
All personnel files must be retained for a minimum of 2 years following termination. The HR Coordinator shepherds every new hire through all required steps before first client contact — orientation, policy acknowledgments, handbook sign-offs, and pre-service competency training completion — and conducts 90-day introductory period tracking in coordination with supervisors.
Training Documentation & Continuing EducationThe HR Coordinator documents and tracks all required pre-service competency training before any employee has client contact. Required pre-service topics include: observing and reporting changes in client daily living activities; abuse, neglect, and exploitation (ANE) recognition and mandatory reporting; client rights and dignity; universal health precautions and infection control; personal hygiene assistance techniques; client safety and emergency/disaster procedures; EVV system operation; HIPAA/client confidentiality; medication reminder procedures and scope limitations; and Drug-Free Workplace Program training (minimum 1 hour within 60 days of hire).
On an ongoing basis, the HR Coordinator tracks and maintains records of all required annual continuing education per DMHSAS requirements and each MCO's provider agreement (BlueCare, UHC Community Plan, Wellpoint/Amerigroup — requirements may vary). Overdue training must be flagged and escalated if not completed within required time frames. The HR Coordinator also proactively manages credential expiration (CPR, certifications), notifying employees at 60, 30, 14, and 7 days before expiration and escalating to management if renewal is not completed.
Payroll, Scheduling, Billing & Coding ManagementThe HR Coordinator oversees payroll processing in coordination with ADP, ensuring accuracy and timeliness of weekly pay cycles per the Tennessee Wage Regulation Act. This includes accurate tracking and payment of overtime for all hours worked over 40 in a workweek, correct employee classification (employee vs. independent contractor), and ensuring all payroll deductions are lawful under Tennessee wage deduction law. The HR Coordinator processes and tracks commissions and performance bonuses per documented company policy, maintains payroll records per IRS/DOL retention requirements, coordinates workers' compensation premiums, unemployment insurance, and FICA contributions with accounting, and responds to and follows up on all wage garnishment requirements.
The HR Coordinator also supports and uses all technology tools and resources to ensure proper business processes, including ABS, BrightConnect, MSOffice, and Grist. Timely and accurate billing, coding, and hourly time records and reporting are required. The HR Coordinator ensures care and coverage 24/7 to meet the needs of clients and protect BrightStar brand standards, and participates in the weekly on-call rotation.
Employee Relations & DisciplineThe HR Coordinator serves as the primary point of contact for employee concerns, complaints, and conflict resolution. The progressive discipline process — verbal warnings (documented), written warnings, and PIPs — must be administered consistently and in accordance with Tennessee at-will employment law. The HR Coordinator conducts or coordinates workplace investigations involving misconduct, harassment, policy violations, or ANE allegations; advises management on lawful termination procedures; and ensures final pay is issued in compliance with Tennessee law.
Customer Care & Branch OperationsThe HR Coordinator effectively manages customer/client care relations to ensure client satisfaction and retention. This includes implementing and executing consistent "inquiry to client" conversion practices to drive revenues and grow the client base, and ensuring high-quality customer care is provided at every stage of the client experience — from the initial phone inquiry through in-home consultation — to maximize customer retention. The HR Coordinator fosters strong and positive employee relations to prevent frivolous unemployment claims and employer liability.
Qualifications & Requirements
Required
Minimum of 2 years of HR experience
Demonstrated working knowledge of Tennessee employment law and federal HR regulations including FLSA, FMLA, ADA, Title VII, FCRA, OSHA, and E-Verify
Proven track record managing background check timelines, and compliance deadlines with precision, as well as hands-on experience coordinating criminal background checks, multi-registry screenings, and OIG/SAM.gov exclusion checks. Strong written and verbal communication skills and high discretion with sensitive and confidential employee information are essential.
An Associate's and/or Bachelor's Degree in Business Management or Administration is required; the degree requirement may be substituted with a combination of education and experience, along with a minimum of 2 years' experience managing sales, customer service, and human resources functions within an office setting. Experience with MSOffice (Outlook, Word, Excel, and PowerPoint), managing people, and effectively scheduling staff at all levels (supervisory, per diem, full-time, and part-time) is required. Experience working in and/or managing a high-volume healthcare office branch or agency with a strong customer relations and quality of work culture is also required.
Preferred
Experience with ADP, Connecteam, or similar HRIS/onboarding platforms is strongly preferred, as is experience in home care, home health, healthcare, or staffing agency environments. Additional preferred qualifications include: understanding of non-compete and restrictive covenant enforceability under Tennessee law; and PHR, SPHR, SHRM-CP, or SHRM-SCP certification.
