Human Resources Coordinator

Is responsible for the overall well-being of the office. Will handle front office activities including answering and directing incoming phone calls, the reception area, mail, conference rooms, and break rooms. Will direct and coordinate all office services and related activities, including notifications of in-house guests, facility and equipment repairs and maintenance. Additional duties include obtaining office supplies as needed and coordinating conference rooms for meetings to include refreshments and food. Handles confidential and sensitive information and deals with a diverse group of important external callers and visitors. Independent judgment is required to plan, prioritize, and organize a diversified workload. Will schedule weekly, monthly, quarterly, and annual employee meetings and luncheons that require you to cater and plan appropriately in advance.

Essential Functions:

• Will be answering the main phone line and greeting guests arriving at the corporate office.
• Screen and qualify all incoming phone calls for human resources.
• Coordinate conference room and scheduling for all training, demonstrations, courses, guests, meetings, interviews, etc.
• Disseminates information on in-house demonstrations and verifies that all special requirements are handled prior to guest arrival, including personnel attire, parking, drinks, and cleanliness of the office and demo room.
• Facility vendor management including janitorial, landscapers, HVAC, shredding and other vendors as needed. This includes working with facility technicians on scheduling, getting quotes, managing repairs, and notification to employees as needed.
• Scheduling phone screen interviews for human resources, employee panel interviews, and final interviews for executives. Emailing candidate paperwork and calendar invites to those attending.
• Booking guests from out of town at local HGI – Chandler, as needed.
• Keeps AAP candidate worksheet up to date after new hires are identified.
• Schedule a demonstration with TAC when new hires get to 8 employees.
• Will post birthday and anniversary notices on TEAMS. Will schedule a monthly anniversary and birthday event for the corporate office to celebrate employee changes, including purchasing a cake or similar item.
• Will be handling confidential documents and information that require discretion.
• Upon direction, supervise maintenance and alteration of office areas and equipment and housekeeping of facility.
• New hires and promotions require updates to nameplates and phone list as well as Org chart and photo of new hire to be kept on network.
• Provide template for terminations and new hires to managers to include pictures of employees.
• Send calendar invitations for quarterly and annual meetings to include board members.
• Post potluck, employee contests or other random notices on TEAMS as needed.
• Purchase office supplies for the company in accordance with company purchasing policies and budgetary restrictions and as directed by management, this includes catering or lunch orders.
• Facilitate building needs and scheduling, including plumbing, landscaping, HVAC issues, and interacting with our facility technician. Keep the facility project list updated as needed for the facility technician.
• Maintain and update all SDS sheets on newly purchased/used chemicals as needed by law which includes following up with department managers every quarter
• Sorts and distributes mail daily, scans and distributes any checks to accounting as directed. Will need to schedule back up of this duty when out of office.
• Maintain accounting of all supplies or vendor payments purchases and submit an expense report via expensify monthly.
• Process monthly insurance invoice breakdowns for accounting.
• Disseminate faxes and scans on the main drive.
• Perform office onboarding for all new hires.
• Work independently and within a team on special non-recurring and ongoing projects.
• Type and design general correspondence, memos, organizational charts, tables, graphs, business plans, phone lists, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for the accuracy and clarity of the final copy.
• Create and update powerpoint presentations for quarterly meetings and special projects, as requested.
• Manage the daily functions of the breakroom, including restocking supplies and maintaining cleanliness on a weekly basis and after employee events.
• Update SOP – Office Administration and company phone directory on a continuous basis.
• Provide support for executives, employees and other departments as needed.
• Ongoing projects include NDA filing for legal and supplier survey scanning and attach in Epicor
• Time management logging of daily hours with job codes.
• Comply with department ISO 9001 processes and company quality policy. This includes sending out competency training forms at 90 days and verifying receipt of those documents upon return in the ISO Training competency worksheet.
• Performs other duties as assigned and as needed to better the department or company.

Competencies:

1. Work independently
2. Communication Proficiency
3. Time Management
4. Personal Effectiveness/Credibility
5. Organized
6. Problem Solving
7. Dependable

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or listen. Frequently the employee will be required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. Ability to occasionally lift office products and supplies up to 20 lbs. and to sit and work at a computer for upwards of 4 hours at a time.

Education and Experience:

1. Associate’s degree preferred or a combination of education and working experience in human resources or an administrative role.
2. 2+ years of administrative or human resources experience.
3. Proficient in Microsoft suite of products including TEAMS, Word, Outlook, Excel, etc.
4. Experience and ability to multitask in a fast-paced work environment.
5. Experience posting positions on job boards.
6. Experience using ADP Workforce Now or Epicor ERP System a plus.
7. Previous HRIS system use preferred.
8. Understanding of state, federal and local laws or legal compliance.

Additional Requirements, if any:

• Full-time position consists of 40 hours per week in the office, Monday through Friday, 8:00am to 5:00pm. This position may require overtime and/or weekend work due to special projects or events.
• Pre-employment drug test and background check required.

Equal Opportunity Employer–minorities/females/veterans/individuals with disabilities/gender identity/sexual orientation