HR and Operations Coordinator
Direct Hire
Salary: $55K - $65K annually
Job Purpose
The role of the Human Resources and Operations Coordinator is crucial for managing the daily administrative and HR operations of the US Office and ensuring smooth and efficient functioning of operational processes.
Position Specific Requirements
- Proven track record in the role of a Human Resources and Administrative Officer
- Outstanding communication and interpersonal abilities
- Excellent organizational and leadership skills. ï‚· Familiarity with office management procedures
- Excellent knowledge of MS Office
- Qualifications in HR/administrative studies will be an advantage
- High school diploma; BSc/BA in office administration or relevant field is preferred
Core Responsibilities
- Assist the Talent Acquisition team with the HR Recruitment process and handle the Onboarding processes for USA staff.
- Scheduling interviews – if needed, coordinating interviews that take place at the office premises
- Handling the Justworks onboarding process)
- Handle resignations/terminations relating to USA Staff; Coordinating any resignation documentation/calls to and with the employees as needed
- Managing and handling the termination/offboarding process with Justworks
- Maintaining the ADP Workforce system with all employee-related changes. (Promotions/designation changes, Salary changes, etc) ï‚· Coordination of the US documentation/letters received to the office premises
- Direct HR letters to the HR Team and work on any address changes, BCBS/UHC calls/updates, and any other calls to state offices/departments relating to letters/documents received)
- Coordinate employee engagement activities (trips/social gatherings)
- CHUBB Insurance coordination
- Maintain HR documentation at the Pearland office (filing)
- Maintain minimum hard copies and store digital copies
- Contact state unemployment agencies and other US government entities for HR-related work/documentation when required. This is also related to letters received through post (above)
- Assist colleagues whenever necessary
- Coordinate with USA staff to hand over assets/other items/merchandise to them when needed
- Handle employee gifts/hampers purchase and distribution as and when needed
- Assist in putting up any posters/notices at the office when required
- Maintain communications with USA staff/ADP/insurance providers/other HR parties when needed
- Manage phone calls and correspondence at the USA office premises (e-mail, letters, packages, voicemails, etc.)
- Coordinating office activities and operations to secure efficiency and compliance with company
- Manage office supplies and place orders when necessary
- Manage office finances including coordinating with the Finance team. expense, office/utility bills, bank deposits
- Editing and/or drafting various documents for Legal team, Admin team, Marketing team HR team on an as needed basis
- Liaise with legal entities, banks, and other related institutions
- Manage office maintenance and facility, by maintaining, repairing, or replacing office equipment as needed along with managing cleaning crew and office layout and décor
- Handling client visits, guests and solicitors
- Create and maintain vendor relationships
- Manage corporate housing including repairs, cleaning, mail, employee stays and contractors
- Maintain and update the Standard Operating Procedures manual to reflect current practices, policies and protocols in the office
- Maintain and update the Corporate House Welcome Book by ensuring it contains current information
- Assist in maintaining Global Matrix by updating and coordinating with departments to track critical deadlines for US and Canada entities
