What are the responsibilities and job description for the HR Generalist (with administrative functions) position at Control Union United States Inc?
Essential Tasks for the HR Generalist:
Recruitment and Selection
- Support the recruitment, selection, and onboarding processes for employees in different states
- Ensure compliance with hiring policies and proper documentation of new employees
- Assist with initial interviewing and notes taking
- Communicate and schedule meetings for managers in the interview stages
HR Operations & Employee Support
- Assist in onboarding and offboarding employees, including setting up and canceling employee access (computers, accounts, credit cards, etc.).
- Maintain employee records both electronically and physically, ensuring compliance with company policies
- Collaborate with management to return company-issued items when an employee is terminated
- Provide general HR support, including answering employee questions and directing them to the appropriate resources
- Collaborate with management to return company-issued items when an employee is terminated
- Manage all company telephone lines and distribute calls to each department
Administration & Office Support
- Assist with payroll processing, ensuring accuracy and compliance with regulations.
- Maintain accurate and up-to-date employee records, ensuring confidentiality and compliance with labor laws in both electronic and physical formats.
- Assist with the coordination and monitoring of employee benefits programs, including health insurance, retirement plans, and policy acknowledgments.
- Greet guests and new employees, ensuring a welcoming and professional office environment.
- Advise employees and leadership on corporate policies, benefits, and federal and state labor regulations.
- Collect and distribute packages from suppliers to various departments
- Assist in registering payrolls and invoices in QuickBooks.
- Collect checks, make bank deposits, and track financial transactions related to HR or office operations
- Act as a substitute for team members performing other duties such as payroll and other task assigned
- Manage all inventory of Control Union, Peterson and Delphy
- Prepare and place orders to our vendors on all platforms
- Manage office supplies, equipment, and facilities to ensure a well-functioning workplace
- Coordinate office events, including team meetings, celebrations, and training sessions
- Coordinate and maintain effective communication with external service providers related to office operations (utilities, waste management, and other essential services).
- Cover the reception area at the Plantation head office.
Tax Compliance and Regulatory Affairs
- Manage the administration of state and federal payroll tax compliance (FICA, FUTA, SUTA, State Withholding Accounts, etc.).
- Coordinate payroll tax filings and payments across multiple states.
- Oversee Workers’ Compensation compliance, ensuring proper handling of claims within legal guidelines.
Document Management & Compliance
- File and organize HR-related documents both electronically and physically
- Ensure records retention and confidentiality in line with company and legal requirements
- Monitor and update employee records, including benefits enrollment and policy acknowledgments
Insurance Management and Vendor Relations
- Ensure health, life, and vehicle insurance policies are up to date and meet legal requirements.
- Coordinate with external providers to ensure proper insurance administration.
- Maintain a complete and organized inventory of vehicle insurance records on file.
- Onboarding and offboarding of vendors
Employee Engagement
- Assist the HR Analyst with the implementation of corporate integration and wellness initiatives, including internal events, recognition programs, and corporate social responsibility (CSR) activities.
- Assist the HR Analyst in executing initiatives to enhance organizational culture and employee engagement.
- Support the development and execution of employee training and professional development programs.
- Assist in the creation of visual materials for training sessions, meetings, or presentations within the company.
- Coordinate and execute all the office events.
IT & Systems Coordination
- Set up new employees’ computers and ensure they have the necessary tools for their roles.
- Coordinate with IT to troubleshoot technical issues and manage system access.
- Manage new cellphone list and ensure that new hires receive cellphones and other items based on their MOU
Cross Department Collaboration
- Work closely with finance, operations, and leadership to align HR functions with company goals.
- Support payroll processes as needed, ensuring accuracy in employee data.
Non- Essential Tasks for the HR Generalist:
- Assist in the planning and organization of meetings or company events.
- Assist Division Managers and Executive Management with various admin tasks.
- Collecting, preparing, and presenting projects as assigned by management.
- Support administrative tasks, such as scheduling meetings and managing calendars.
- Provide backup support to other team members with the HR department as needed.
