Human Resources and Recruiting Coordinator

Company: Corovan
Location: Poway
Posted on: May 16, 2022

Job Description:

Job Description Reporting to the Senior HR Manager and Talent Acquisition Manager of Human Resources, this position supports HR Leadership as well as several of the company---s leadership team. The main administrative duties include maintaining personnel records, managing HR documents (e.g. employment records and onboarding guides) and updating internal databases. Additionally, this position will partner with recruiting to assist in the, applicant flow, scheduling interviews, and be an integral part of the hiring process. Whether monitoring Ultipro disposition statuses or the pre-employment process for new hires, this position will have a key role in recruiting. Additional responsibilities include data input and supporting the pre-employment process. ESSENTIAL DUTIES AND RESPONSIBILITIES: 1. Human Resources Coordination (70%) Engagement-based Coordination -- Coordination of legal filings including pulling the reports from HRIS system and files. -- Responsible for correspondence around leaves and interactive processes. Will need to secure the required documentation for the leaves. -- Responsible for the coordination of the security clearances for all branches. Duties include securing needed authorizations, entering the background check and work with the employees on any additional documentation needed. -- Track all employee referral program entries, decide on dates and amounts of payments to employees, submits to payroll (manually), and ensures payments are timely submitted to payroll. Analysis data to create monthly reports. -- Generate anniversary list, order plaques and checks in accordance with the company---s anniversary program. -- Draft posters, coordinate data entries, select and announce winners, and monitor awards for initiatives (like back to school raffle). Proactively engages with local HR staff to identify status of rewards and engagement initiatives. -- Provide generalized support to routine employee questions about where to find information, how to log onto the company---s HR systems Ultipro and Kronos, and OKTA single-sign on login assistance. -- Coordinates with IT and HRIS Analyst employee system login issues. Follows up and assists employee with resolution to ensure appropriate system access. -- Provides backup support in the UKG system with new hire and termination processes. -- Coordinate with HR and Payroll departments to ensure employee timely receives final paperwork and check for final meeting with employee. Provide payroll with termination paperwork for sendoff with final check if mailing to employee home address. -- Ensures annual compliance posters are ordered, updated and posted in all locations. Secures the needed pictures of the postings for litigation matters. HR Coordination Support: -- Process and enter compensation changes such as merit increases, promotions, and lateral changes in appropriate payroll cycle to ensure change is integrated in appropriate pay period. -- Track and confirm retro pay. Ensure compensation changes are processed timely and accurately. Follows up with approvers of compensation changes for approval. -- Scan, rename, and upload into HR system employee corrective action, compensation increases, status changes, policies, procedures, and employee data. -- Accurately identifies documentation and accurately files in appropriate area. Documents to be filed include general employment data such as, corrective action, policies, procedures, confidential information such as tax withholding, background information, copies of sensitive employment authorization documents and medical documents such as work status updates, benefit information, and notes. -- Provide administrative support to HR team. -- Sorts, filters, and analyzes employee data. Under general supervision, assist Sr. HR Manager for various reports and status updates. -- Track, monitor, and coordinate box documents from HR archives and send to storage. -- Pulls documentation for history of corrective action, signed policies, etc. Tracks to ensure policy documents have been signed. -- Mailing correspondence. Tracking delivery. -- Alters employee status, such as from Active to a leave of absence, or active to terminated. -- Corrects and adds employee contact information such as a name changes, phone numbers, or email addresses. -- Gatekeeper for the termination documentation needed in employee file. 2. Supports Talent Management/Recruiting (30%): -- Monitor and review UltiPro disposition status changes from Recruiters weekly. -- Arranges candidate travel and coordinates reimbursement as needed. Will assist with coordinating interviews for Leadership and Management team when applicable. -- Involved with ad-hoc projects including reporting. -- Provides superior customer service to employees and managers. Specifically Internal hires, with assistance of Internal and External applications using Okta for Internals and UltiPro for Externals as needed. -- Other duties as required/assigned by management. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. COMPETENCIES: 1. Experience in an HR/Recruiting environment or related administrative function. 2. Strong PC skills including intermediate proficiency in Microsoft Excel. 3. Strong HRIS capabilities and knowledge of modules and reporting. 4. Ability to work independently and as part of a team. 5. Strong work ethic and ability to work with little to no supervision. 6. Highly diplomatic and discrete with the ability to handle highly confidential and sensitive matters. 7. Strong interpersonal (verbal and written) communication skills. 8. Professional and confident with excellent interpersonal and communication skills (verbal and written). Must have the ability form effective relationships with people at all levels and to communicate well over the telephone, face to face and in writing. 9. Ability to communicate with various levels of management. 10. Decision-making, problem-solving, and analytical skills. 11. Ultipro and Kronos experience strongly preferred. 12. Excellent organizational and administrative skills, with the ability to prioritize and juggle a busy workload. 13. Ability to travel as required up to 10%. EDUCATION and/or EXPERIENCE: High School Diploma, GED, or equivalent. Four years of relevant business operations experience, including but not limited to recruiting coordination, project coordination, and/or program management. PRIMARY LOCATION: Poway San Diego PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individuals are required to be able to sit or stand for long periods as needed throughout the day. 1. Walking: May require walking primarily on a level surface, but may include walking on uneven or inclined surfaces for lengthy periods throughout the day, often up and down stairs. 2. Handling: Seizes, helps or works with hands. 3. Lifting: Raises and/or lowers miscellaneous paperwork. 4. Reaching: Extends hands and arms in any direction, reaching above shoulder heights, below the waist or lifting as required. 5. Standing: Remains in standing position if required to perform various functions of the job. 6. Stooping: Bends body downward and forward by bending at knees or waist. 7. Vision: Reads paperwork, employment files and records on the computer. 8. Talking: Communications by phone and in person. 9. Sitting: Sits at desk. Sits for long periods of time. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This list is not all-inclusive. 1. Temp/Weather: Works in office environment, for the most part ambient room temperatures, lighting, and traditional office equipment. 2. Noise: Works in office environment, with constant or intermittent noise. POSITION TYPE/EXPECTED HOURS OF WORK: 1. This is a full-time position, with a minimum expectation of 40 hours per week. 2. Employees might be required to work late evenings or weekends depending on the business needs. AAP/EEO STATEMENT: The Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. REASONABLE ACCOMMODATIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Company Description COMMERCIAL MOVING SERVICES, OFFICE INSTALLATION, WAREHOUSE MANAGEMENT an STORAGE Being the largest and oldest Commercial Moving company in California We have helped thousands of businesses with their State-Wide commercial moving, storage, and furniture needs. Family-owned and operated for 73 years, Corovan is the largest commercial moving and storage company, serving businesses of all industries and sizes. We specialize in State-Wide Commercial Moving Services and have the resources and experience to meet your expectations. Come experience the Corovan difference and let---s get moving

Keywords: Corovan, Poway , Human Resources and Recruiting Coordinator, Human Resources , Poway, California