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HR Admin
4 months ago
Position Overview
The HR and Admin Associate provides full administrative support to the People Department and the organization. This position involves coordination with other areas in the department for the provision of assistance in various clerical tasks, such as maintaining accurate and up-to-date HR files, records, and documentation, updating internal databases, orienting new employees, generating reports, assisting in daily office needs, and managing the company’s general administrative activities. This role works closely with the VP People to ensure efficient operations in the People Department, acts as a liaison to the other departments, and assists in meeting the department's needs to attain the company's objectives.
WHAT WILL YOU DO?
• 201 File Management
• Prepares and maintains hard copies and digital copies of 201 files
• Secures employees' documents in the 201 file, including the pre-employment requirements, Employee Relations memos, notices, training certificates, Accountability Agreement, etc.
• Maintains and updates the 201 files of active employees Employee Masterlist Management.
• Ensures information in the database for employees and interns is correct and up-to-date
• Updates the database for employee movements such as, but not limited to, regularization, change of employment classification, lateral transfer, temporary transfer, interim, promotion, reclassification, and demotion.
Employee Onboarding
• Assists in the facilitation of the New Employee Orientation.
• Monitors the submission of Company’s Pre-employment Requirements.
• Creates 201 file for Payreto employees.
• Coordinates with all appropriate department for all office supplies and equipment needed upon hiring (i.e., workstations, pedestals, computers, and other devices, etc.)
• Prepares a welcome kit for all new hires.
Employee Relations and Engagement
• Performs administrative tasks to support company events and employee engagement activities.
• Prepares tardiness memos to sanction employees
Office Administration
• Ensures that office equipment is in the best condition.
• Handles petty cash replenishment, documentation and liquidation of receipts, and reimbursement forms.
• Coordinates with the Building Administrator regarding problems that may arise in the building and reports these immediately to the Vice President of People Department.
• Processes purchase orders and procurement of office supplies and equipment with the approval of the VP of People Department.
• Updates and maintains inventory of office supplies, pantry supplies, medical supplies, emergency kits, and office equipment.
• Prepares monthly office administration cost forecast
• Processes IDs, business cards, and employee kits of new employees and coordinates with suppliers.
• Ensures updated contact information of employees quarterly.
• Manages and monitors the routing and filing of all documents coming in and out of the department.
Reports Generation
• Documents Minutes of the Meeting (MOMs)
• Prepares reports needed by the People Department
WHAT SHOULD YOU HAVE?
• Bachelor’s degree or at least 2 years in college in Psychology, Behavioral Science, Human Resource Management, or an equivalent degree.
• 1 – 2 years' experience in a similar role.
• Strong inventory and supply management skills.
• Proficient in expense tracking.
• Highly organized with a keen attention to detail.
• Proactive and resourceful.
• Capable of working with minimal supervision.
