Human Resources Coordinator

Position Summary: 

 

THIS IS NOT A MANAGEMENT POSITION.  Will be responsible for the overall well-being of the office and assisting Human Resources as needed.  Includes front office activities to include answering and directing small amount of incoming calls.  Will ensure cleanliness of reception area, conference and breakrooms.  Daily will processing and distribute mail and faxes.  Will direct and coordinate all office services and related activities, including notifications of in-house guests, facility and equipment repairs and maintenance and scheduling interviews for various managers.  Additional duties include obtaining office supplies as needed and the coordination of conference rooms for meetings to include refreshments and food.  Will handle confidential and sensitive information and deals with a diverse group of important external visitors.  Independent judgment is required to plan, prioritize, and organize a diverse workload.  Will schedule, weekly, monthly, quarterly and/or annual employee meetings and luncheons that require you to cater and plan appropriately in advance.

This position requires someone who will take action when needed.  An achiever who completes tasks fully or is comfortable asking questions when uncertain of direction to take.

We would love to see candidates that are looking to return to the workforce who now believe that retirement is not for them, or veterans or spouses of veterans, any go getters that want to learn a career that involves people.  You must be able to maintain confidentiality to the highest degree and be open to direction and mentoring.

 

Essential Functions:

• Will be answering the main phone line and greet guests arriving at corporate office.
• Screen and qualify all incoming phone calls for human resources.
• Coordinate conference room and scheduling for all training, demonstrations, courses, guests, meetings, and interviews, etc.
• Disseminates information on in-house demonstrations and verifies all special requirements are handled prior to guest arrival to include attire of personnel, parking, drinks, cleanliness of office and demo room.
• Facility vendor management including janitorial, landscapers, HVAC, shredding and other vendors as needed.  This includes working with facility technician on scheduling, getting quotes, managing repairs and notification to employees as needed.
• Scheduling phone screen interviews for human resources as well as employee panel interviews and final interviews for executives.  Sends candidate paperwork via email and sends out 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 hire identified.
• Schedule new hires 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 corporate office to celebrate employee changes includes purchasing of 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 as well as 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 picture of employee.
• 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 to include plumbing, landscaping, HVAC issues and interacting with our facility technician.  Will keep facility project list updated as needed for facility technician.
• Maintain and update all SDS sheets on newly purchased/used chemicals as needed by law which includes following up with department managers on a quarterly basis
• 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 purchases of supplies or vendor payments 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 on-boarding for all new hires.
• Work independently and within a team on special non-recurring as well as 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 accuracy and clarity of final copy.
• Create and update power point presentations for quarterly meetings and special projects, as requested.
• Manage the daily functions of the breakroom to include, restocking supplies and 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:

• Work independently
• Communication Proficiency
• Time Management
• Personal Effectiveness/Credibility
• Organized
• Problem Solving
• 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 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.

 

VirTra is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information or any other characteristic protected by applicable federal, state or local laws.