About the position
Our client is currently seeking a human resource coordinator to provide assistance and support as directed, to the Head of HR, Talent Acquisition Partner(s), HRBP’s and Payroll. This will be a six month contract.
Job Responsibilities
- When requested, greet incoming visitors, applicants, and employees; work with receptionist and/or office manager to ensure front desk coverage during working hours.
- Serve as front line HR customer service representative and follow up, as appropriate. Spend time getting to know employees professionally.
- Field basic questions to assist employees and provide relevant updates to Head of HR or appropriate leader.
- Prepare and processes high-volume employee actions (new hires, promotions, terminations, etc.).
- Thoroughly understand all company guidelines and policies and advise managers and employees as needed.
- Utilize all employee and benefits systems to research issues and provide data to SVP HR and clients, as appropriate.
- Prepare offer letters, conduct reference checks, and other pre-employment documentation.
- Responsible for employee on-boarding, including processing all new hire paperwork, working with IT to procedure necessary equipment, conducting new hire orientations, and ensuring all new hire information is collected and entered accurately and timely in company HCMS.
- Work with Benefits and 401k brokers to ensure employees are enrolled in company health and wealth plans
- Leaves of Absence (LOA’s): HR Coordinator will work with employees to determine LOA requirements, documentation and seek approval from manager and SVP, HR. HR Coordinator will track in HR system and/or manually to ensure employee is accurately reflected in payroll, etc. Must collect required medical certification (if applicable) prior to employee returning to work (if LOA is [employee] medically related.)
- Prepare paperwork for exit interviews and conduct exit meetings, as needed. Work with IT to collect company property and disable software access.
- Complete VOE’s and ensure timely return to requester
- Assists with health and welfare plans, including enrollments, changes and terminations. Processes required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions.
- Completes Forms I-9, verifies I-9 documentation and maintains I-9 files. Submits online investigation requests and assists with new-employee background checks.
- Reconciles benefits statements.
- Assists with audits of payroll, benefits or other HR programs and recommends corrective action.
- Assists Payroll department on time and attendance and payroll as needed.
- Processes terminations in accordance with termination workflow.
- Maintain and provide weekly, monthly, and ad-hoc reports, specific to each line of business
- Assists with the preparation of the performance review process.
- Assists with recruitment and interview process and in some cases may lead a full cycle recruiting effort. Tracks status of candidates in Workable and responds with follow-up letters at the end of the recruiting process.
- Schedules meetings and interviews as requested by the SVP HR and Talent Acquisition Partner.
- Makes photocopies; mails, scans and emails documents; and performs other clerical functions.
- Creates digital (if necessary) and files digital documents into appropriate digital employee files
- Assists or prepares correspondence as requested.
- Prepares new-employee files; maintains existing employee files and archives inactive employees’ files. Ensures that sensitive documents are destroyed and/or are protected.
- Processes HR-related mail.
- Respond to inquiries and requests from employees and managers in 24 hours.
- Ad-hoc HR administrative projects as assigned.
- Duties and responsibilities subject to change and may include additional responsibilities based on business needs
Skills/Abilities:
- Maintains confidential and sensitive information.
- Excellent communication (written and verbal) and interpersonal skills, as well as the ability to interface with staff at all levels
- Strong organizational skills and the ability to prioritize deadlines and multi-task in a fast- paced environment
- Ability to successfully balance work priorities across multiple lines of business
- Highly adaptable to a fluid and changing work environment
- Must have excellent follow through skills and the ability anticipate and address business needs proactively
- Basic understanding of labour laws and interest in keeping abreast of trends and updates in the HR industry
- Ability to support all HR disciplines, including Talent Acquisition, Employee Relations, Comp & Benefits, Talent Management and HR Administration.
- Ability to work effectively with minimal supervision
- Great team player and finding opportunities to help the team achieve goals and deliverables aligned with business priorities
- Must maintain composure at all times
- Attention to detail and follow-through
Experience:
- 2+ years of Human Resources experience preferred
- HCMS experience, Workable a plus
- Proficient in Microsoft Word, Excel, Outlook, PowerPoint. Visio experience a plus
Education:
- Bachelor’s Degree in related field.
Please note that only shortlisted candidates will be contaced.
Desired Skills:
- Human Resources
- HR Coordinator
- HR
