OVERVIEW
The ideal candidate will embrace their role as the first-person people see when they arrive in our offices. They play a key role in maintaining our highly active reception area and overall office aesthetic. The Total Rewards & HR Operations Coordinator will have specific projects assigned to them, will provide general assistance to members of the Total Rewards & HR Operations team, and will be welcoming of one-off tasks of all sorts.
REPORTS TO
The Total Rewards & HR Operations Coordinator reports to the Director, Total Rewards & HR Operations in the People department.
ESSENTIAL DUTIES
The essential duties for this role include, but are not limited to:
HR Operations:
- Assist the Director,Total Rewards & HR Operations and Sr. Executive Assistant.
- Point person for accurate record inventory on all floors, maintenance, construction, mailing, shipping, supplies, equipment, Gym Maintenance, catering, and errands, etc.
- Working with Security Department and Building Security to ensure safety measures are up to date.
- Assist all facility needs, including lease agreement, departmental budgeting, and monitoring records.
- Parking Coordinator duties such as assigning, deactivating, and replacing parking devices with property.
- Manage all Flex, Office-Based and remote work status requests, ensure systems have been updated accordingly.
- Manage resolution of Jira Facilities (service) tickets.
- Assist with Jira IT (service) tickets to troubleshoot minor IT related issues.
- Oversee office suite, ensuring worksite is clean, organized, and professional.
- Manage relationships with local vendors and service providers, ensuring that all services are invoiced and submitted for payment on time.
- Maintain office policies
- Partner with Compliance to facilitate and support HIPPA compliance and to perform desk audits.
- Facilitate employee onboarding and orientation.
- Reception duties; answer and directing phone calls, greeting guests and interviewees.
- Maintain seating assignments for all employees.
- Maintain employee and office Safety Program.
- Manage and restocking office supply.
- Research and order office equipment.
- Emergency procedure planning, training, updates, and maintenance.
- On-going management of facilities programs, including Traction Guest, Floor Mapper, Inventory, and, Textedly.
- Complete daily tasks and ongoing projects within the office.
- Organize meeting spaces for large groups.
- Maintain aesthetics of the office, including tidying conference and common areas, minor clean-up, and restocking supplies.
- Other administrative tasks as requested.
Total Rewards:
- Assist the Director, Total Rewards & HR Operations and team.
- Assist in the managing of the annual review and renewal of all total rewards programs.
- Help coordinate the annual benefits enrollment process, including communication materials.
- Help with the annual analysis of benefit rates.
- Assist with Jira tickets by reviewing and responding to basic tickets from employees regarding benefits or system issues; help to review ticket issues to determine themes and ways to assist with those types of problems that are recurring.
- Maintain, implement, and provide recommendations to improve administrative procedures
- for assigned benefits.
- Document processes such a job aids, billing processes, how to develop basic reports in workday, along with other processes and procedures for the Total Rewards team.
- Assist in completing annual benefit program audits by preparing, collecting, and organizing required data for actuarial assessments.
- Performs other duties and responsibilities as assigned.
ROLE COMPETENCIES
The competencies for this role include, but are not limited to:
- Organization
- Flexibility
- Problem Solving
- Teamwork
- Responsible & Reliable
- Excellent Communication
- Trustworthy
- Results Oriented
DISCLAIMER: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts,
requirements or working conditions associated with the job. While this is intended to be an accurate
reflection of the current job, management reserves the right to revise the job or to require that other or
different tasks be performed as assigned.