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Human Resource Specialist

2 months ago

Union, United States Kolar Design Full time

As the HR Specialist at Kolar Design, you play a crucial role in shaping the workforce dynamics and supporting the executive management of our organization. Your responsibilities encompass a broad spectrum of critical tasks, including managing the CEO's calendar, coordinating comprehensive HR functions, and ensuring office management efficiencies. Key to this role are your contributions to employee experience initiatives, from recruitment and onboarding to training and performance management.

You are expected to be proactive, highly organized, and adept in communication, capable of handling detailed administrative tasks while also engaging strategically with HR initiatives. Your role requires strong interpersonal skills and the ability to manage sensitive information discreetly and with integrity. Reporting to our HR Leader, the ideal candidate defines themselves as an HR professional on a career trajectory toward an HR leadership role.

In this role, you are expected to embody our core values

  • Be Transformative. We are innovators driving meaningful change in the way people build relationships with space and with one another. We lead with an open mind.
  • Make Quality Personal. We are humans who create beautiful experiences for other humans. We engage with empathy.
  • Be Curious and Dig Deeper. We are opportunity finders, bringing diverse perspectives to the table to learn together. We stay curious.
  • Succeed as a Team. We are collectively inspired and individually motivated to bring results to life. We deliver on our commitments.
  • Make a Positive Impact. We are connectors of ideas, influencers of our industry and contributors to our community. We drive positive change.
Objective & Responsibilities of the Role:

Managing CEO's Calendar (15% to 20% of role)
  • Appointment Scheduling: Efficiently organize and manage the CEO's calendar, including scheduling appointments, meetings, and conference calls with consideration for time zones and priorities.
  • Meeting Preparation: Coordinate meeting logistics and ensure that all necessary materials are ready to facilitate effective discussions.
  • Document and Presentation Preparation: Assist with high-quality documents and presentations to support the CEO's communication with internal and external clients.
Human Resources (70% to 80% of role)
  • Employee Experience Initiatives: Assist the HR Leader in developing and implementing programs aimed at enhancing employee engagement and culture. This includes conducting surveys, organizing feedback sessions, and coordinating wellness and diversity initiatives.
  • Recruitment and Onboarding: Support the recruitment process by scheduling interviews, preparing job descriptions, and onboarding new hires. Ensure a smooth transition for employees into the company culture and processes.
  • Training and Development: Assist in the planning and execution of training sessions and professional development workshops. Track participation and feedback to continually improve offerings.
  • Employee Relations: Serve as a point of contact for employee inquiries about HR policies and procedures, helping to resolve workplace issues and maintain a positive work environment.
  • Travel Coordination: Arrange all aspects of travel for the CEO and team members, including flights, accommodations, and local transport, ensuring a seamless and efficient travel experience.
  • Payroll Management: Learn and assist with payroll processing to ensure accuracy and compliance with financial and legal standards, especially during the HR Leader's absence. This includes managing timesheets, calculating wages, and addressing payroll queries.
  • Benefits Administration: Participate in the annual benefit re-enrollment process and other benefits-related initiatives.
  • HR Strategy and Compliance: Assist in the development of HR strategies that support the organization's objectives. Stay updated on the latest HR regulations and ensure that the company complies with federal, state, and local employment laws and regulations.
  • Performance Management: Help implement performance review processes, including setting up evaluation criteria, scheduling reviews, and facilitating feedback sessions to enhance employee performance alignment with organizational goals.
Office Management (5% to 10% of role)
  • Event and Meeting Coordination: Organize office meetings and events, managing all logistical aspects to ensure successful execution.
  • Office Maintenance: Maintain the office environment, ensuring it is tidy and well-stocked with necessary supplies, including managing food and beverage stocks.
  • Communication Management: Handle incoming and outgoing correspondence, manage phone calls, and route communications appropriately.
Required Competencies:
  • Adaptable: Quickly adjusts to new conditions and tasks efficiently under pressure.
  • Technology Fluent: Proficient with information systems and productivity software for optimal data management.
  • Innovative: Generates creative solutions to enhance employee engagement and streamline HR operations.
  • Effective Communication: Communicates clearly with executive management to ensure alignment with organizational goals.
  • Strong Listening Skills: Listens attentively, providing calm responses without adding stress.
  • Excellent Communicator: Delivers clear and concise reports and presentations, adept in both written and verbal communication.
  • Highly Organized: Manages tasks and resources meticulously, ensuring accuracy and order.
  • Proactive: Foresees potential issues and acts swiftly to prevent them, initiating solutions proactively.
  • Detail-Oriented, Precision-Focused: Maintains focus on accuracy and thoroughness in all HR tasks.
  • Resourceful: Overcomes challenges efficiently using available resources and innovative thinking.
  • Flexible and Available: Adapts schedule to meet organizational demands and deadlines, addressing HR needs promptly.
  • Handles Pressure Well: Stays composed under stress, managing workplace pressures effectively.
  • Quick Learner: Absorbs new information rapidly and adapts to changing HR practices.
  • Professional Demeanor: Maintains a respectful and professional manner in all interactions.
  • Maintains Confidentiality, Discreet: Upholds strict confidentiality, trusted with sensitive information.
  • Problem Solver: Provides efficient solutions to issues, aligning with HR policies.
  • Customer Service Oriented: Addresses HR-related inquiries with empathy and promptness.
  • Honest, High Integrity, Ethical: Demonstrates honesty and ethical behavior in all professional activities.
  • Works Hard, Smart, and Fast: Achieves results through a strong work ethic and efficient problem-solving.
  • Fun, Pleasant Team Player: Enhances team collaboration with a positive and enjoyable approach.
Education / Certification

Required
  • Bachelor's Degree
Nice to have
  • Major in Business Administration, HR
  • SHRM Certification
  • Administrative Professional Certification
Work Experience

Required
  • 1-3 years of experience in an human resources or internal business process
  • Experience with calendar / scheduling management
Nice to have
  • Experience in recruiting, payroll and/or benefits
  • Experience supporting senior executives
  • Experience with travel coordination
  • Experience in a corporate environment
  • Demonstrable experience with Information Systems
  • Smaller company (