What are the responsibilities and job description for the Office & HR Administrator position at Skjodt-Barrett Foods?
Role Title: Office and HR Admin
Department: Human Resources
Reports To: Senior HRBP – Plant
Location: Lebanon, IN
Summary: The Office and HR Administrator serves as the key administrative support for the office, ensuring smooth office management and HR admin operations. This role is pivotal in supporting the day-to-day needs of employees, while maintaining an efficient work environment. The coordinator collaborates closely with the HR team to address employee needs, execute HR initiatives, and enhance the overall employee experience.
Key Responsibilities
Office Administration:
Operational Efficiency: The Office and HR Operations Coordinator ensures the seamless execution of both administrative and HR functions. By fostering clear communication, maintaining compliance, and supporting employee initiatives, this role contributes to a positive and productive work environment.
Department: Human Resources
Reports To: Senior HRBP – Plant
Location: Lebanon, IN
Summary: The Office and HR Administrator serves as the key administrative support for the office, ensuring smooth office management and HR admin operations. This role is pivotal in supporting the day-to-day needs of employees, while maintaining an efficient work environment. The coordinator collaborates closely with the HR team to address employee needs, execute HR initiatives, and enhance the overall employee experience.
Office Administration:
- Provide administrative support to the President and leadership team, including handling special projects, such as organizing team-building activities and community initiatives.
- Plan and manage company events, including vendor sourcing, budgeting, and coordinating gifts, invitations, and supplies.
- Oversee plant communication devices ensuring content updates, highlighting employee achievements, announcements, and company news.
- Coordinate new hire logistics, including lunches, seating arrangements, and desk setups with equipment and supplies.
- Manage incoming and outgoing mail, including certified mail processing.
- Monitor office supply inventory and restock coffee stations as needed.
- Act as the liaison for the company store, processing orders, coordinating payroll deductions, and distributing items.
- Oversee vending machine services and vendor coordination.
- Prepare meeting rooms for guests, including cleaning and arranging catering as required.
- Assign and track locks and lockers for employees, performing bi-annual locker cleanouts.
- Manage guest accommodations, including scheduling cleaning and repairs for the company house.
- Maintain office bulletin boards, ensuring information is current and relevant.
- Maintain and update vehicle license plate records.
- Ensure timely completion of drug screens and background checks for new hires.
- Monitor attendance points and prepare necessary corrective actions.
- Deliver New Hire Orientation presentations for hourly employees.
- Maintain the Dayforce Hub with updated content, such as anniversaries and holiday schedules.
- Administer employee recognition programs (e.g., High Five, Rewarding Values) and update plant TVs.
- Track and reconcile FMLA hours, doctor’s notes, and attendance records.
- Organize and maintain physical and digital employee FMLA files.
- Prepare new hire packets, digitize employee records, and maintain accurate personnel files.
- Address HR-related inquiries, triaging and escalating as needed from the HR inbox.
- Create employment verification and offer letters for internal candidates, ensuring proper documentation is complete.
- Process terminations including desk cleanouts, badge deactivations, and notification of payroll and IT.
- Respond to unemployment claims promptly and accurately.
- Oversee employment record retention and execute timely destruction per compliance policies.
- Ensure compliance with identification verification, E-Verify, and I-9 processes.
- Perform monthly audits of terminated I-9s for alignment and compliance.
- Schedule interviews, book meeting rooms, and arrange pre-employment testing (e.g., Ramsey testing for maintenance roles).
- Coordinate onboarding sessions, including Safety and Food Safety training, and prepare orientation materials.
- Collaborate with staffing agencies to support recruitment as necessary.
- Administer engagement programs, including recognition initiatives and service awards.
- Plan and execute morale-boosting activities and team-building events.
- Act as a first point of contact for employee feedback and escalate concerns to HR leadership.
- Address employee questions related to benefits, 401(k), and policy changes.
- Provide guidance and assistance with employee inquiries, including arranging translation services as required.
- Support corrective actions, promotions, demotions, and transfers as needed.
- Maintain the Dayforce HRIS with accurate data, including employee recognition updates and new hire photos.
- Track and respond to absence calls through SharePoint, notifying supervisors accordingly.
- Ensure accurate and timely processing of purchase orders and receipts in D365.
- Manage termination processes, including asset collection, locker cleanouts, and coordination with payroll, IT, and safety teams.
- Ensure proper documentation and execution of offboarding protocols.
- High school diploma or equivalent required; associate or bachelors degree preferred.
- Minimum of 2 years of experience in an administrative HR support role.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and HRIS platforms (Dayforce preferred).
- Ability to handle sensitive information with confidentiality and professionalism.
- Positive attitude and strong interpersonal skills for engaging employees at all levels.
