People Assistant

Company Overview  

Who is Costa Farms? We’re one of the world’s largest horticultural growers—but without an ego to match our acreage. Our headquarters are in Miami, Florida, where we were founded in 1961. Costa Farms started on just 30 acres, and over the last 60 years, we’ve grown to more than 5,000 acres around the world. We have farms in North and South Carolina, Central and South Florida, and the Dominican Republic, plus an office in China. Costa Farms now employs nearly 6,000 people: engineers, marketers, accountants/analysts, human resources professionals, and of course, growers and plant scientists!    

Here at Costa Farms, we live by the values of H3: being Humble, staying Hungry, and always Hustling. The team rallies to the mission of being a lean, green, growing machine dedicated to enriching the world by bringing plants into everyone’s life.   

True to that mission, we grow more than 1,500 plant varieties. Driven by the spirit of innovation, the team is always testing new plants and developing new solutions to make it easier for retailers and plant parents to enjoy plants. We’re also continuously testing different ways of growing our plants to increase quality and improve their ecological footprint as one aspect of our many sustainability efforts.   

We cultivate plants, as well as a winning culture. Join the team, and you’ll find opportunities to learn and grow. You’ll collaborate with other driven, determined people who together keep Costa Farms an industry leader. You’ll support and be supported by a team that cares about each other, our customers, our consumers, and our community.    

You’ll also find right away that Costa Farms is committed to providing a diverse environment. We’re proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, military status, marital status or veteran status, or any other group status protected by federal, state, or local law.   

DESCRIPTION:

The People Administrator is pivotal in coordinating and supporting various HR initiatives, ensuring smooth operations and fostering a positive work environment. This individual ensures that HR processes run smoothly by providing administrative support in employee onboarding, HRIS data entry, compliance tracking, reporting, and internal communication. The ideal candidate is detail-oriented, organized, and passionate about creating a positive employee experience. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving. Collaboration with various teams and stakeholders is essential to achieve our organizational goals.

RESPONSIBILITIES

• Assist the People Business Partner in implementing HR programs, policies, and initiatives aligned with business needs.
• Accurately input new employee data into the HRIS system.
• Organize and conduct engaging new employee orientation sessions to ensure seamless onboarding experience.
• Prepare documentation and reports for employee relations cases, performance discussions, and coaching sessions.
• Maintain folders for new hires and manage physical filing of HR forms
• Efficiently scan and digitize physical documents, maintaining clarity and accuracy for electronic record-keeping.
• Upload attendance information from the Rapid Roster system, ensuring precision and completeness.
• Maintain a comprehensive spreadsheet for tracking new hires and seasonal employees.
• Process employee verification requests from external parties, providing accurate and timely information.
• Assist walk-in employees with HR and payroll-related inquiries and tasks at the designated window.
• Facilitate the enrollment of employees in the Rapid Paycard system and address payment-related inquiries.
• Organize and distribute payroll checks to employees, ensuring confidentiality and accuracy.
• Investigate and resolve payroll issues, including clock-in/out discrepancies, bonus code errors, and pay adjustments in coordination with the payroll team.
• Monitor and track employee work hours to ensure accurate and timely input for payroll processing.
• Manage employee shift data, including updating shift numbers and modifying Paid Time Off (PTO) plans in accordance with company policy.
• Process salary adjustments and retroactive payments accurately in accordance with company policies.
• Manage employee status changes, including terminations, transfers, seniority updates, and related notifications to IT.
• Coordinate employee transfers within the organization, ensuring smooth transitions and accurate record-keeping.
• Assist current and former employees with inquiries related to W-2 forms, 401(k) plans, and other employment-related question
• Generate reports and summaries for workforce metrics, including attendance, turnover, daily/weekly headcount and engagement.
• Handle I-9 exceptions such as name changes, extensions, and other modifications while ensuring compliance with regulations.
• Audit compliance posters in designated areas as required by labor laws and regulations.
• Assist with processing and responding to unemployment claims as needed.
• Follow up on terminations and ensure records are updated accurately
• Contribute to the execution of corporate onboarding processes.
• Prepare accurate wage statements for H-2A employees on a weekly basis.
• Assist in organizing employee events, appreciation days, and surveys.
• Support internal communication efforts, such as newsletters, announcements, and presentations.

Additional Responsibilities

• Availability for flexible schedule changes based on business needs (including but not limited to seasonal demand and additional hours outside of the regular work schedule, such as weekends, nights, and holidays).
• Collaborate with cross-functional teams to gather information or help as required.
• Perform additional duties as required.

QUALIFICATIONS:

• High school diploma or equivalent
• Associate’s or Bachelor’s degree in human resources, Business Administration, or related field preferred.
• 1–2 years of experience in an HR support or administrative role.
• Basic knowledge of FMLA (Family and Medical Leave Act), Leave of Absence (LOA) processes, and general HR and labor laws.
• Strong attention to detail, organizational skills, time management skills and ability to handle confidential information with discretion.
• Valid driver’s license required due to occasional travel within the location.
• Strong computer skills, including proficiency in Microsoft Office and HRIS platforms.
• Excellent attention to detail, communication, and time management skills.
• Excellent written and verbal communication skills
• Strong problem-solving skills and ability to prioritize tasks effectively.
• Ability to effectively operate both independently and as part of a team
• Flexibility to adapt to changing priorities and work schedules as needed.

 Physical Demands 

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body Primarily involves sitting, with occasional requirements to stand, walk, or lift objects to a certain weight.

Work Environment:

The role involves utilizing standard office equipment, such as computers, monitors, keyboards, mice, telephones, and other essential digital tools required for daily tasks.

Mixed Indoor and Outdoor Environment: This position is primarily outdoors but may require occasional indoor work between locations for administrative tasks. Indoor duties may involve using computers and standard office equipment. Ability to work outdoors in fluctuating weather conditions, including exposure to sunlight, rain, wind, and temperature changes (hot, cold, rainy, windy). Tasks often involve manual labor or physical effort.

SKILLS:

• Excellent communication and interpersonal skills with the ability to effectively communicate complex information to employees.
• Effective time management skills to complete tasks within project deadlines and maintain productivity.
• Ability to work independently as well as collaboratively within a team environment.
• Strong coordination skills and adherence to safety procedures are essential.
• Ability to troubleshoot and resolve issues efficiently.

COMPETENCIES:

• Collaborative
• Detail-Focused
• Proactive and Responsive
• Trustworthy
• Strong Communication Skills

All applicants must be work-authorized. 

Costa Farms will not sponsor any visa for this position. 

After applying, follow us on LinkedIn to stay up to date on what’s happening around Costa Farms and to start becoming part of our family. Come Grow with Us™! 

 Costa Farms offers competitive wages and benefits, including:   

• 401(k) Plan   
• Company 401(k) Matching Contributions   
• Health Savings Account, Flexible Spending Account, and Dependent Care 
• Telemedicine/ Mental Health Services   
• Health Insurance   
• Dental Insurance   
• Vision Insurance   
• Pet Insurance 
• Supplemental Insurance (Aflac)   
• Growth Opportunities   
• Challenging and exciting work environment   
• Costa Farms Scholarship   
• Employee discounts on plants   

  Costa Farms headquarters also has:   

• On-site gym with showers   
• Subsidized on-site cafeteria, a quiet room, and indoor games   
• Love Where You Work activities throughout the year  

This organization participates in E-Verify 

• E-Verify Notice of Participation / E-Verify Aviso de Participación (English/Español) 
• E-Verify Right to Work Poster / E-Verify Cartel Derecho a Trabajar (English/Español)