HR/Safety Coordinator

Job Overview
Performs tasks related to receipt and processing of payroll documentation and records. Uses administrative and clerical procedures and systems such as MS Office Suite, ADP Payroll Software and filing and records management. Must be able to apply logical thinking to a wide range of problems, collect data, draw conclusions and offer constructive opinions concerning day to day activities. Must be able to apply basic math and problem solving.

Position Tasks & Activities

• Assist with the day-to-day HR operations.
• Provide recruiting support for operation positions, including scheduling and conducting interviews.
• Provide HR support to management and employees.
• Perform general administrative HR functions including:
• Maintain employee files
• Document employee retention programs
• Processing employee record changes
• Leave of absence administration
• Verifications of employment
• Other HR related documentation
• Assist with coordination and documentation of training.
• Review employees’ timesheets with supervisors/managers for accuracy
• Collect and enter 401K Plan forms and documentation, including new enrollments, changes and terminations as well as information needed for payroll regarding 401k plans.
• Answers employee questions regarding Company policies and procedures.
• Regularly uses HR Information System to maintain updated employee record information, including new hires, terminations and other changes.
• Responsible for the new hire orientation including coordinating onboarding on employees first day with hiring managers, Safety and other departments as needed.
• Coach managers through complex and difficult issues with regard to employee relations.
• Establishes and maintains confidential personnel records reflecting changes in employee status
• As needed, provide support to all hiring managers with recruiting processes, which includes job descriptions, job postings, managing recruiting application tracking system and scheduling interviews.
• Assist with documentation concerning grievances, complaints, investigations, terminations, absences and performance reports.
• Receives and records incoming payroll documentation.
• Processes all required documentation for payroll checks. Prints needed documentation for backup.
• Assists in preparing all semi-monthly and weekly payroll checks for distribution.
• Distribution of payroll checks and paystub receipts to employees on payday.
• Maintains and organizes employee confidential & payroll files.
• Enter employee data in the payroll program including benefits package, vacation, sick and personal time.
• Collect and review all timecards for payroll processing and payroll reports.
• Print and file digital and paper copies of all payroll worksheets/records.
• Assist during the certified payroll process (when applicable depending on jobs).

• Report on safety violations to the General Manager.
• Network with other industry professionals.
• Adhere to all company policies, procedures, rules and regulations.
• Ensure Company compliance with government safety requirements and other regulations.
• Attend and conduct safety meetings as required.
• In collaboration with Safety Consultant:
• Prepare and execute Monthly Safety Meetings/Tailgates.
• Prepare and execute annual/monthly training programs on prevention, which includes hazards and risk assessment.
• Prepare, review and update the internal risk assessment of the company.
• Schedule training for personnel related to occupational health and safety.
• Report to upper management any situations that may affect/impact the safety of employees.
• Carry out scheduled and unscheduled inspections/daily walkthroughs of facility, machinery, ladders and other equipment.
• Maintain updated safe work procedures and those activities that generate priority risks for the company, whether routine or non-routine.
• Present the annual plan for safety and health at work to upper management for approval and signature.
• Keep updated documentation of all safety related records.
• Coordinate the purchasing and organization of all necessary PPE for managers and employees.
• Maintain records of all safety violations, near misses, incidents and accidents.
• Immediately attend employees who suffer some type of accident or injury and arrange medical attention or first aid.
• Conduct thorough accident or incident/injury investigations, including root cause analysis.

General Responsibilities

• Must be able to provide, understand and complete instructions furnished in written, oral or scheduled form.
• Fill in for other positions, as needed, for smooth operation of the business.
• Perform other duties as requested.
• Assist with employee luncheon, employee appreciation activities, Company events and other activities as needed.

Education and Experience

• Must have a high school degree.
• Bachelor’s degree or associate degree preferred.
• HR Certification preferred.
• Knowledge in basic math to solve problems.
• Must be bilingual – English & Spanish.
• Experience with computer programs, including MS Office Suite and ADP a plus.
• Must be able to gather and identify essential information and find ways to structure or classify multiple pieces of information.
• Maintain an attitude of collaboration and teamwork.
• Must be able to maintain a high degree of patience and offer constructive criticism when necessary.
• Strong verbal and written communication skills.
• Excellent interpersonal skills and leadership skills.
• Experience and professionalism in safety and HR compliance.
• Be able to adapt to fast changing environment.
• Self-motivated, with a willing and friendly approach.
• Ability to respond appropriately to any emergency.
• Ability to quickly assess a situation and propose suitable solutions.
• Create an environment of trust and credibility.
• Able to be on call as needed or work overtime as required.

Skills and Competencies

• Deep understanding of national event landscape, including key regions and client demographics.
• Exceptional interpersonal, communication, and presentation skills.
• Proven ability to negotiate contracts and close high-value deals.
• Proficiency in CRM systems and MS Office Suite.
• Strong organizational skills and ability to manage multiple projects in a deadline-driven environment.
• Familiarity with California Consumer Privacy Act (CCPA) and its implications for client data management is preferred.[PM1]
• Experience with HubSpot or other CRM a plus.

Physical Requirements

• Must be able to sit and work at a desk for extended periods, using a computer, keyboard, and other office equipment.
• Frequent walking, standing, and moving throughout the facility to conduct safety inspections and employee interactions.
• Occasional lifting, carrying, pushing, or pulling up to 25 pounds (e.g., files, PPE equipment, training materials).
• Ability to bend, stoop, kneel, or crouch occasionally to inspect work areas, equipment, or assist employees.
• Ability to ascend and descend stairs and ladders as needed for safety inspections.
• Must have the ability to communicate effectively in person, over the phone, and via written correspondence.
• Visual acuity to read and interpret documents, computer screens, and safety materials.
• Must be able to work in various environmental conditions, including office settings and industrial or outdoor areas where exposure to noise, dust, and temperature variations may occur.

Working Conditions
The job requires constant interaction with employees and outside vendors. Constant gathering and identifying of essential information and finding ways to structure or classify multiple pieces of information. Understanding and organizing problems and then applying best solutions, including those requiring mathematical, analytical and other abilities to solve the problem.

Celebrations! is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis including, but not limited to: veteran status, race, color, religion, sex, marital status, national origin, physical or mental disability and/or age.

Job Type: Full-time

Pay: $26.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Human resources: 3 years (Preferred)

Language:

• Spanish (Required)

Work Location: In person

Salary : $26 - $28