Full-Time Human Resources & Recruiting Administrator

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Location: Hotel Arista

Department: Human Resources

Reports to: Vice President of Human Resources

Status: Hourly Non-Exempt

Compensation Range: $21.00-24.00/hour, commensurate with experience and education.

Role Summary:

The Recruiting & Human Resources Administrator provides administrative support to the Human Resources team in all areas including; recruiting, on-boarding, safety, training, associate engagement, reporting, HRIS maintenance, and benefits administration. They offer a friendly greeting to each individual that stops by or calls in to the HR office, offering assistance where appropriate and escalating all other matters to the Vice President of Human Resources. They are responsible for the organization of the Human Resources office and associated storage areas as well as proper maintenance of all personnel files and records. Successful candidates bring a positive, can-do attitude to their work, always offering pro-active assistance wherever they can be helpful to others. The Human Resources & Recruiting Administrator is committed to continuing to grow their knowledge and abilities in the Human Resources functions allowing them to offer additional assistance to the HR Team.

Responsibilities:

On-Boarding & Training

1. Prepares all On-Boarding packets and materials for new hires.

2. Facilitates all new hire On-Boardings and Training sessions according to Company standards.

3. Assists with the coordination and communication of the monthly Orientation program.

4. Tracks and maintains all training records, completes audits as required.

5. Exemplifies the desired culture and philosophies of the organization when communicating with our associates.

Recruitment

1. Coordinates recruitment efforts for all positions utilizing the Paycor Recruiting/Applicant Tracking System.

2. Manages the position requisition system, ensuring all positions are approved before posting.

3. Communicates open positions to the team as they become available via the weekly posting

4. Posts every open position on Paycor according to the approved position requisition. Ensures postings including all required information as it relates to Pay & Benefits transparency.

5. Utilizes knowledge of relevant job boards and websites to post to additional resources (LinkedIn, Craigslist, industry job boards, school job boards, etc.)

6. Sends weekly open positions to the resource list provided

7. Refreshes all job openings on a weekly basis within the Paycor Recruiting system

8. Screens all resumes and applications against determined job requirements. Sends initial resumes to Department leaders upon request.

9. Conducts phone interviews following the phone screening guide for all hourly positions prior to scheduling in-person interviews.

10. Coordinates management phone interviews for the Human Resources Generalist

11. Schedules all in-person interviews with the appropriate manager(s) and communicates interview details to the appropriate parties

12. Creates a day-of interview schedule for each candidate and communicates interview details with each candidate. Sends email and text confirmations to each candidate regarding their upcoming interview.

13. Compiles all notes, resumes, applications and OADs and submits them to the interviewers for each department prior to the scheduled interview

14. Obtains pre-approval of all offer letters, presents offers and conducts pre-employment meetings with each candidate

15. Conducts pre-employment screenings including; background check, reference verification, testing, MVR, etc.

16. Schedules on-boarding appointments with new hires, notifying both new hire and department manager of the appointments.

17. Coordinates and attends internal and external job fairs and employer spotlights as scheduled.

18. Provides insight and research on new recruitment sources to the HR Leadership team

19. Posts temporary labor positions according to Company standards in a timely manner. Coordinates temporary labor needs with department managers.

20. Maintains files on candidates and recruiting activity; prepares reports on recruiting metrics periodically.

HR Administration/Compliance

1. Completes all new hire on-boardings and setup of new hire profiles in the HRIS system

2. Assists in maintaining the Paycor system to standard

3. Creates new hire employment files according to standard, within 30 days of hire

4. Responsible for the maintenance and proper upkeep of all HR filing within the HR office and archives

5. Compiles the monthly HR Calendar of events including obtaining rooms, creating flyers, and requesting BEOs.

6. Sends Cafeteria numbers to the Culinary Team weekly

7. Compiles the monthly HR Newsletter, “CityGate Chronicles”

8. Compiles and Communicates monthly Birthday/Anniversary Announcements and Cards

9. Compiles New Hire and Benefits packets in preparation for on-boarding

10. Tracks required data and produces reports as needed.

11. Greets associates entering or calling in to the HR office, offering assistance where appropriate. Escalates important matters to the VP of Human Resources.

12. Assist in the planning and coordination of special HR projects.

13. Maintains a clean and efficient workspace and HR office. Ensures storage spaces are clean and organized at all times.

14. Assist in the tracking and organization of all items for the Management Scorecards.

15. Completes I-9 forms for all new hires according to standard. Ensures I-9/E-Verify compliance is met.

16. Conducts annual SSN Auditing for W-2s

17. Assists associates with Tax and Direct Deposit updates, submitting forms to the VP of HR for final review.

18. Understands relevant labor and employment laws, maintains familiarity with law updates.

19. Assists with updates to required labor posters as needed.

Benefits Administration

1. Assists with Benefits Administration, preparing packets, answering questions and billing as needed

2. Has a basic understanding of all benefits offerings, successful communication of programs to new hires

3. Assists in the coordination of annual Open Enrollment activities

4. Coordinates periodic projects as directed by HR Leadership

5. Coordinates the receipt of Family Member documentation for the addition of new family members on insurance.

6. Sends monthly benefit enrollment reminders to new hires coming up to their enrollment date.

Associate Relations

1. Schedules 30-Day Check-Ins for new hires with the HR Generalist.

2. Sends notifications of new associates for access setup (IT access, business cards, key requests, etc.)

3. Helps to coordinate and plan associate engagement events.

4. Monitors the associate cafeteria, reports concerns to the appropriate member of the Culinary team

5. Sends Performance Review reminders. Tracks annual reviews and performance management data.

6. Attends “Culture Committee” monthly meetings and events. Assists with activities as required.

7. Takes and communicates notes from monthly Safety Committee meetings.

8. Assists in the coordination of all CityGate Cares initiatives

9. Assists in the coordination and planning of all associate engagement events.

10. Assists associates with basic inquiries, providing an accurate and timely response. Escalates serious matters to the Vice President of HR.

11. Assists in the communication of the Associate Opinion Survey

12. Ensures familiarity with all Company policies. Upholds Company policies at all times while interacting with our associates.

13. Assists in the communication of our annual Handbook updates

14. Conducts a review of the HR Confidential Inbox daily

15. Assist in the planning and coordination of special HR projects.

Payroll

1. Assists in maintaining the HRIS system to ensure accuracy

2. Completes system edits as directed (transfers, add/remove job codes, pay rate changes, scheduling, etc.)

3. Creates annual Payroll Calendar

This job description is not an exclusive or exhaustive list of all job functions that an associate in this position may be asked to perform.

Education

Progress towards a College Degree in Business, Management or Human Resources strongly preferred

Experience

1-2 Year’s prior experience in a Human Resources role, preferably with exposure to Recruiting

Prior experience in the hospitality or restaurant industry is a plus

Familiarity with Federal, State and Local Employment laws

Prior experience with an HRIS and Applicant Tracking System preferred

Skills

Operates with the highest degree of integrity and professionalism

Computer proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Teams, etc.

Strong organizational and analytical skills and excellent oral and written communication skills.

Exceptional interpersonal skills and emotional intelligence

Exceptional presentation skills

Organized with the ability to maintain a variety of files and reports

Desire to be part of a dynamic team that works in a fast-paced, evolving environment.

Flexible schedule and willingness to work early mornings or evenings as needed

A positive and proactive mindset

Proficiency in the English language

Ability to speak and write in Spanish is a plus.

Ability to arrive on-time for each scheduled shift in the proper attire for this position.

Physical Requirements

Must be able sit, walk or stand for up to 8 hours.

Must be able to bend, squat, lift, and transport up to 15 lbs. on occasion

Benefits Offered: The employer offers the following benefits to eligible employees in this position. Waiting periods, hours requirements and shared insurance premiums will apply. Full plan descriptions and additional details will be shared at the time of offer or upon request during the interview process.

Major Medical Plans, Dental and Vision Insurance - single or family options available at employee’s election

Basic Life & AD&D - 100% employer paid

Short-Term Disability - 100% employer paid

Supplemental Life, AD&D, Critical Illness, Accident and Disability – single or family options available at employee’s election

401(k) Plan & Matching Program

Employee Assistance Program

Paid Leave Time (up to 40 hours/year)

Paid Time Off (PTO)

9 Paid Holidays/Year

Paid Jury Duty Time

Paid Bereavement for immediate family members

Partially-Paid Parental Leave

Hotel/Restaurant Discounts

Pet Insurance

Incentive Programs

We are an equal opportunity employer and make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class. Should you accept a contingent offer with CityGate Hospitality LLC, you will be required to successfully complete various pre-employment screenings such as a criminal background report. Should you be hired as an employee of the company, you will be required to submit documentation proving eligibility to work in the United States in accordance with Federal requirements.

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone. For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS. dhs.gov/E-Verify