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HR Coordinator/Receptionist

The HR Coordinator/Receptionist is responsible for maintaining a professional front desk environment while providing excellent customer service and performing a variety of complex clerical and problem-solving duties in support of the Human Resources department.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Works on site with consistent attendance.
• Reception
• Maintains a high level of customer service in all aspects of the position.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Maintains a highly professional Front Desk image.
• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Retrieves messages every morning from RingCentral voice mail and forwards information to appropriate personnel.
• Maintains company organization charts and the employee directory.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers questions about BRMS and provides callers with address, directions, and other information.
• Monitors visitor access and ensures sign in process is followed.
• Monitors, tracks, and issues visitor and temporary badges upon request.
• Issues new employee badges and maintenance of S2 system for new and terminated employees.
• Responsible for maintenance of Paylocity Home Page by composing and designing BRMS' News, Calendars, CEO Monthly Quote and SPIRIT Award. Including keeping all benefits links and attachments up to date.
• Receives deliveries and routes accordingly.
• Maintains incoming faxes, assists users, sends faxes, retrieves, logs, and routes incoming faxes to the appropriate departments.
• Takes payments and issues receipts for services offered through BRMS.
• Orders, receives, and maintains office supplies for the Front Desk.
• Trains and coaches new staff and replacements that cover the reception function to ensure standards are enforced and tasks are performed properly.
• Facilitates printing and distribution of monthly anniversary cards.
• Orders, receives, and maintains Anniversary Awards.
• Composes daily anniversary and birthday emails.
• Facilities
• Orders coffee supplies for break room and monitors usage and adjusts orders accordingly.
• Orders additional office supplies, as directed.
• Manages petty cash box for vending machines.
• Creates and issues Badges for suite access.
• Submits and manages building management requests, including gym cardkey updates, facility repairs, etc.
• Cleans break room refrigerator out once per week.
• Refills break room supplies daily.
• Human Resources
• Assists in maintenance of HR personnel files.
• Database management: Paylocity, BRMS' Intranet, MHB, Security System (S2 Network)
• Administer appropriate skill assessments for applicants
• Organize and execute new employee onboarding, which includes providing new employees with the BRMS legal documents, and benefit paperwork/handouts, arranging new employees' desk, email and inputting new employee's data into all systems
• Perform ergonomic evaluations for all new employees
• Creates folders, labels, and flyers, as directed
• Completes termed employee paperwork, prepare personnel file and provide to HR Manager for termination and exit interview. Update appropriate systems with termination information
• Database entry, i.e. MHB, and Security System (S2 Network)
• Administers various human resources plans and procedures for all organization personnel
• Responsible for managing performance appraisal platform in Paylocity and issuing draft of reviews due memo monthly
• Alerts employees of new benefit information and programs on a monthly basis (, Rocket Lawyer, Teladoc, 401k education session etc.)
• Coordinates facility needs with building management.
• Liaison between the company and community service organizations
• Assists in the planning, budgeting, promoting, and implementation of employee engagement for Fun Committee and charity events
• Manages BRMS SPIRIT Award Program.
• File and retrieve employee documents, records, and reports.
• Maintains employees personnel folders (Sanning & filing onboarding documents in a timely manner.
• Performs other duties as assigned by Management
• Recruiting
• Completes reference checks and background checks for applicants with contingent employment offers
• Reports on recruiting metrics (i.e., time to hire; cost to hire, etc.) to the VP of HR
• Back up for Recruiting Manager: auditing invoices from vendors (staff agencies, job boards, background), executing new employee onboarding/Orientation.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Knowledge, Skills, & Abilities:

• Strong computer skills, including Word, Excel, and Outlook
• Excellent verbal and written communication skills
• Good analytical skills
• Positive problem-solving skills.
• Ability to maintain confidentiality
• Ability to provide effective leadership in all aspects of position.
• Must be dependable and maintain excellent attendance and punctuality.
• Ability to grow with changing demands of the position and the company.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or general education degree (GED); or one to three years related experience and/or training; and/or equivalent combination of education and experience.

Language Skills: Ability to read, speak, and write effectively in English. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to speak effectively before customers or employees of organization. Ability to effectively address or resolve customer service issues within guidelines of the position.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations: Valid, class C license in state working with no adverse driving record.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit for extended periods in front of a computer. The employee is frequently required to reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and use hands to finger, handle, or feel. The employee may frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. This position requires the employee to work in the office.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.