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HR Coordinator in Boca Raton, FL by Bluegreen Vacations

Date Posted: 4/27/2018

Job Snapshot

  • Employee Type:
  • Job Type:
  • Experience:
    3 to 5 years
  • Date Posted:

Job Description


The Human Resources Administrative Assistant/HR Coordinator is responsible for providing administrative support to the HR Department in the areas of HR administration, compensation, payroll, benefits, employment screening, HR operations, and field HR management; as well as providing administrative support for front desk coverage and general HR office administration. The HR Administrative Assistant will work collaboratively with department Directors to affect a smooth support system for the referenced functional areas. Additional duties will include, but are not limited to, typing, filing, drafting and sending correspondence to associates, maintaining reports and statistics, scheduling meetings and conferences, obtaining office supplies, managing the HR phone line, handling mail distribution, maintaining associate relations documentation scanning, coordinating office set up for new hires and transfers, processing invoices for various vendors including HR systems, managing travel arrangements, taking meeting minutes, and working on special projects as deemed necessary by HR department Directors.


• Serve as a point of contact for visitors to Human Resources in accordance with company and HR standards of service.
• Handle telephone inquiries for the main HR telephone line. Duties include, but are not limited to, screening calls, taking messages, routing calls and responding to routine inquiries and requests.
• Manage HR conference room calendar. Ensure conference room is neat and clean after each meeting.
• Responsible for scheduling conference calls and meetings for the HR department Directors, as requested.
• Pickup and delivery of office mail to the Mail Room at minimum twice daily. Review and disseminate mail received.
• Handle all office and equipment set up for newly hired HR associates. Duties include, but are not limited to, ordering phone, computer, printer, and other needed equipment, completing system access form, order office supplies for new hires, coordinating cubicle space, etc.
• Handle all separation paperwork for departing HR associates.
• Draft, print and disseminate all HR related correspondences, including, but not limited to, compensation plans/letters, offer letters, payroll letters, memos, layoff letters, separation agreements, OWBPA letters, complaint letter responses, and other related communications for various HR departments, as needed. Draft and mail cover letters pertaining to separation pay checks along with copies of signed agreements. Ensure documentation is appropriately and timely filed.
• Draft compensation letters, including, but not limited to, LPS, offer letters, compensation agreement changes, etc. Place in PDF format for distribution.
• Organize LTIP, LPS, employment agreement and compensation plan information on WeShare/shared directory.
• Take HR meeting minutes, as needed.
• Order and maintain office and kitchen supplies for the Human Resources department. Maintain adequate inventory of materials. Stock printers with paper as needed. Stock water.
• Perform routine maintenance and troubleshooting of HR office equipment (copier, fax machines, etc).
• Order flowers for bereavement, special occasions, and other matters, as needed. Distribute monthly birthday cards around department.
• Distribute payroll report to HR department Directors in a timely fashion.
• Deliver documents to other departments; obtain signatures on signed agreements, offer letters, transfer paperwork and other related documents.
• Preparing statistical reports/dashboards on HR metrics and computerized presentations
• Process invoices for various vendors, including HR systems.
• Serve as back-up for the Front Desk Receptionist on a rotational or as needed basis.
• Assist with travel arrangements and lodging for HR managers on as-needed basis.
• Review and disseminate all incoming faxes.
• Serve as back up support for training and onboarding initiatives, including, but not limited to, new hire orientation, reproduction of training materials and collateral documentation, managing HR training calendar and attendee list, reserving training space, coordinating lunch orders for trainees (as requested),etc.
• Maintain updated HR associates' contact information, birthdays, and company anniversaries. Maintains phone listing updates.
• Manage associate perks and HR spot awards. Handle all purchases and billing of referenced items accordingly.
• Log all returned mail due to wrong addresses.
• Issue and maintain HR temporary badges.
• Handle scanning of all HR Operations/HR files on a weekly basis in accordance with group guidelines. Serve as back-up for scanning of background checks, drug testing, and other employment screening related files, as needed. Serve as scanning back up to HR Administrative team.
• Handle weekly new hire report for scanning of background check information.
• Provide updates and maintenance to Associate Relations collaboration page relating to AR complaint log, letter templates, separation agreements, separations log, AR scorecard, and other related documents. Serve as back-up as necessary for maintenance of employment screening collaboration page, including, but not limited to, background check statistics, drug testing statistics, letter templates, employment screening HR contact reports, vendor contracts and internal promotions and transfers reports.
• Serve as back up to employment screening coordinator for employment screening related matters, including the processing of pre-and post background checks, on an as needed basis.
• Update separations log accordingly with accurate information.
• Update AR report weekly. Calculate associate relations metrics on a monthly basis. Update associate relations scorecard monthly.
• Research and provide information via Ultipro and Synergy relating to request for personnel information from Risk Management, Legal department, or other entities, as approved by HR policy.
• Provide administrative support relating to new office openings, closings, and acquisitions, as directed by HR Operations Directors.
• Run reports and/or create queries via Ulti-pro and Powersource, as requested.
• Any and all other duties as assigned by management and approved by HR department Directors.

Job Requirements

• High School diploma or equivalent. Some vocational training or college preferred.
• 3-5 years’ administrative assistant experience, preferably in a Human Resources environment.
• Advanced knowledge of all Microsoft applications, including Word, Excel, and Power Point. Knowledge of Human Resources policies and practices.
• Position requires high level of confidentiality & discretion.
• Detailed-oriented with strong organizational and time management skills. Superior interpersonal skills to deal effectively with HR and field management.
• Must have excellent verbal and written communication skills
• Strong administrative and data entry skills relating to typing, filing, computer navigation, etc.
• Must have strong follow up skills and possess a friendly, positive and collaborative demeanor.
• Must be professional, flexible, adaptable and able to multi-task and work well in a dynamic, fast paced environment