Human Resources and Facilities Coordinator

Company Profile

Founded in 1977, GMO is a global investment manager committed to delivering superior long-term investment performance and advice to our clients. We offer strategies and solutions where we believe we are positioned to add the greatest value for our investors. These include multi-asset class, equity, fixed income, and alternative offerings.

We manage approximately $69bn for a client base that includes many of the world’s most sophisticated institutions, financial intermediaries, and private clients. Industry-wide, we are well known for our focus on valuation-based investing, willingness to take bold positions when conditions warrant, and candid and academically rigorous thought leadership. Jeremy Grantham, GMO’s Co-Founder and Long-Term Investment Strategist, is renowned as an expert in identifying speculative investment bubbles and also as a leading climate investor and advocate.

GMO is privately owned and employs over 430 people worldwide. We are headquartered in Boston, with additional offices in Europe, Asia and Australia. Our company-wide culture emphasizes commitment to clients, intellectual curiosity, and open debate. We celebrate and respect our differences, while embracing and valuing what each of us brings to work, as we know that diverse teams in an inclusive, caring environment achieve higher engagement and better client results.

Please follow the prompts included in this job posting to apply. The application window for this role is anticipated to remain open until the job is filled, or as otherwise determined by GMO.

Position Overview:

As a member of the Human Resources and Facilities teams, the Human Resources and Facilities Coordinator will provide HR operational support and assistance with a variety of team projects, as well as provide Facilities coverage as required.  The incumbent will be given exposure to functions across the HR field, including HR operations, benefits/compensation, talent development, employee relations, and recruitment. This person will have the opportunity to work with all employees at GMO, frequently collaborating with Finance, Legal, Technology, Facilities, Risk, and Operations. Additionally, they will learn the key elements of Facilities Management including the key systems, vendor and service partners and general required skills and responsibilities. 

Department Overview:

The Human Resources (‘HR”) and Facilities teams support approximately 440 employees globally. In addition to helping shape and maintain the firm’s culture, the HR function has a critical impact on the development and execution of a successful and sustainable future for GMO as an independent partnership.  The focus of the team is to drive progress and results, advancing the firm’s strategic priorities, through talent acquisition, compensation and benefits design and administration, diversity, equity and inclusion, talent development, organizational design and employee relations. This role will also provide back-up support to our Facilities team.  The Facilities team is responsible for many aspects of the day-to-day operational management of our office locations, including critical systems, employee support and security.

Key Responsibilities:

HR Operational Support:

•Prepare offer and exit materials for new and departing employees, co-ops, and interns.

•Coordinate and facilitate the onboarding for all new hires including processing background checks, coordination of pre- and post- hire paperwork and onboarding materials, working with technology to set up physical and/or logical access and coordinating orientation sessions as needed.

•Coordinate new hire, transfer, and termination processing for physical and logical access, maintaining compliance with internal SOC-1 controls.

•Day to day data maintenance, user support, and reporting from Workday, the Human Capital Management (HCM) system.

•Create and maintain organized files, including all employee files, recruitment, immigration, and general HR files.

•Serve as a knowledgeable resource for employee benefit questions.

•Review and process HR related invoices.

•Coordinate administration of GMO’s Tuition Reimbursement program.

•Assist with the immigration process: support the gathering of required documentation, maintaining job advertisements, and prepare immigration related documents for review and signature.

•Partner with the other HR Coordinator to provide backup support and other members on the HR team to support ad hoc requests/projects.

•Respond to employment verifications in a timely manner.

•Maintain and update HR operational procedural documents as required. 

•Ensure the HR intranet site is updated and accurate materials are provided for employees.

HR Project/Cyclical Support:

•Assist in GMO’s compensation process including supporting the preparation of annual total reward statements.

•Assist with recruitment effort for employees, co-ops, and interns by coordinating with internal and external stakeholders related to interview scheduling.

•Conduct regular file audits (e.g., I-9 and employee files) 

•Assist on other projects as requested.

Facilities Coverage as Needed, Includes:

Facilities

•Utilize internal and external ticketing systems to manage day-to-day facilities requests and incidents.  

•Work with property management, building maintenance, engineering, cleaning and security teams to ensure that issues are resolved quickly and cost effectively.

•Ensure building protocols for access and property removal are being followed vendors and GMO teams. 

•Assist in physical access onboarding, transfers and terminations worldwide while ensuring compliance with internal processes and SOC1 regulatory controls.

Office Services

•Support the office services vendor team that is responsible for the following services: print production, ordering and maintaining office supplies, processing incoming and outgoing mail, organizing courier services, overnight shipping, network printer maintenance, and managing GMO’s switchboard and main reception area.

Invoice Processing and Budgeting

•Assist Accounts Payable by reviewing, approving and processing Facilities invoices and credit card purchases. 

•Monitor and approve vendor costs and additional services. 

Software Training/Skills

•Provide back up for various software programs utilized by Facilities, such as but not limited to: CCure (building access), HID (mobile credentials), Proxyclick (visitor portal), Digilock and I-Office (space and floorplan management)

Requirements/Characteristics:

•Minimum of 1-4 years previous experience preferred; Bachelor’s Degree required.

•Previous experience supporting a team in a global environment preferred.

•Must convey maturity, professionalism and possess leadership skills.

•Strong Microsoft Excel, Word, and Outlook skills and familiarity with Microsoft PowerPoint.

•Ability to work with a variety of people with a high degree of professionalism.

•Excellent verbal and written communication skills and comfortable communicating with individuals of all levels.

•Strong organizational skills with an understanding of how to prioritize and operate effectively amidst changing demands.

•High level of attention to detail a must with the ability to see implications for the bigger picture.

•Ability to work independently and use good judgment, as well as the ability to work collaboratively as part of a team.

•Strong work ethic, flexibility, ability to take ownership of work, proactive, self-motivated. 

•Critical thinker and problem solver.

•Demonstrated ability to effectively develop and manage relationships. 

•Demonstrated interest in an HR career.

•Proven ability to handle sensitive information.

•Familiarity with Workday or other Human Capital Management System a plus.

GMO is committed to the recruitment, employment, and promotion of all candidates equally, regardless of an individual's gender, race, color, national origin, ancestry, age, religion, pregnancy, marital status, sexual orientation, gender identity or expression, military or veteran status, genetic information, physical or mental disability (except where such disability is a bona fide occupational disqualification) or any other classification protected under federal, state or local law.

Salary : $55,000 - $65,000