Human Resources Specialist

Join VX Media as an HR Specialist

About VX Media:

We are a creative agency specializing in digital marketing and video production. Our services range from media production to influencer marketing and creator management, catering to a wide range of client needs. As we continue to expand, we are looking for a dedicated HR Specialist who can help us manage our human resources functions with precision, care, and efficiency.

Position Overview – HR Specialist:

• As an HR Specialist at VX Media, you will play a key role in managing and supporting a wide range of HR functions, including:
• HR Administration & Documentation: Maintaining accurate employee records, managing personnel files, processing onboarding and offboarding activities, and supporting HR digitization initiatives.
• Expatriate & Global Mobility Support: Overseeing the compliance and documentation for our expatriate staff, including visa and passport management and coordinating tax-related processes.
• Payroll, Benefits & Accounting Support: Administering the Time and Attendance System, coordinating benefits programs (e.g., Open Enrollment, 401(k) plans, COBRA), and processing general ledger entries related to payroll and benefits.
• Recruitment & Onboarding: Managing candidate databases, coordinating recruitment activities, and ensuring a smooth onboarding process for new hires.
• Training, Engagement & Policy Administration: Organizing training sessions, supporting employee engagement initiatives, updating employee handbooks, and communicating policy changes.
• Compliance & Communication: Ensuring adherence to federal and state employment laws while handling sensitive personnel matters with professionalism and discretion.

Key Responsibilities:

HR Administration & Documentation

• Maintain, update, and secure confidential employee personnel files—both electronic and paper records.
• Record new hires, terminations, and benefits enrollments in the HRIS and other systems.
• Generate monthly reports (e.g., e-Learning lists, new hire/termination summaries, headcount data) for relevant departments.
• Process pre-employment background checks and administer employee anniversary reports.
• Update and manage employee job descriptions and assist with HR digitization efforts.
• Provide general administrative support for various HR projects and tasks.

Expatriate & Global Mobility Support

• Maintain up-to-date emergency contact lists for expatriate employees.
• Process quarterly reports for expatriate and dependent visa, passport, and I-94 compliance.
• Update the ADP Workforce Now system with critical data concerning expatriate employees, including visa expiry, I-94, and passport validity.

Payroll, Benefits & Accounting Support

• Administer and support the employee Time and Attendance System, ensuring accurate timekeeping and timely adjustments.
• Coordinate benefits meetings (e.g., Open Enrollment sessions, committee meetings, information sessions, health fairs) and support group benefits administration.
• Manage the administration of 401(k) plans, including funding of 401(k), HSA, FSA, and processing intercompany transactions.
• Process COBRA enrollments and terminations through vendor partners.
• Execute general ledger entries related to payroll and benefits on a regular basis.

Recruitment & Onboarding

• Maintain candidate databases and manage effective communication with job applicants.
• Track recruitment metrics, provide regular status updates, and support the interview process.
• Coordinate comprehensive onboarding processes, including document preparation and orientation sessions, to ensure a smooth transition for new hires.
• Assist with exit processes by ensuring completion of paperwork and conducting exit interviews.

Training, Engagement & Policy Administration

• Coordinate logistics for training sessions, including scheduling, materials preparation, and attendance tracking.
• Gather and analyze training feedback to continuously enhance program effectiveness.
• Support employee engagement initiatives and assist with conflict resolution when necessary.
• Maintain and update employee records, handbooks, and policy documents; clearly communicate any changes to staff.
• Review and adjust timecards and manage all time-off exceptions as required.

Compliance & Communication

• Ensure adherence to federal and state employment and labor laws in all HR processes.
• Handle sensitive personnel matters with discretion, poise, and strong judgment.
• Analyze and present HR data to support informed decision-making.
• Demonstrate excellent interpersonal and communication skills, fostering positive and effective working relationships across the organization.
• Remain flexible and resourceful, effectively managing multiple tasks and priorities in a dynamic environment.

Qualifications & Skills:

• Bachelor’s degree (B.A./B.S.) is required.
• A minimum of 2–5 years of experience in HR administrative support.
• High proficiency in MS Excel and experience with HRIS systems.
• Solid knowledge of general accounting/bookkeeping principles.
• Demonstrated experience in employee benefits administration.
• Exceptional organizational and time management skills with strong attention to detail.
• Ability to handle confidential information with integrity and professionalism.
• Excellent verbal and written communication skills.
• Proven ability to work both independently and collaboratively within a team.

Benefits:

• 401k Participation with Company Matching
• Health Insurance
• Paid Time Off
• Paid Holidays
• Annual Bonus