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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. 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) 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