Office Administrator/HR Coordinator

2 weeks ago

Abilene, United States Johnson Thermal Systems Inc Full time
POSITION: Office Administrator/HR Coordinator STATUS: Full-Time Non-Exempt
LOCATION: Merkel, Texas

ABOUT US: Founded in 2006, Johnson Thermal Systems (JTS) is the largest and leading provider of Power Packaging, Power Distribution Centers, and Industrial Refrigeration Units. We are proud to be American made as all equipment is designed and manufactured by our team located in the US. As a company, we value quality service and dedication to ensure every job is done right. We believe great work comes from a strong set of values; you can expect to be a part of a workforce committed to generating a difference.

JOB SUMMARY: The Office Administrator/HR Coordinator works closely with the leadership and HR team to provide support for a variety of functions across the organization. This role will assist with tasks for the leadership team as well as Payroll, Benefits, Talent Acquisition, employee files, and document management. This individual will be highly skilled at prioritizing and coordinating many tasks concurrently. This position is an integral part of the day-to-day support that our company's success.

WHAT JTS OFFERS:
  • Competitive salary
  • Weekly pay
  • Direct Deposit
  • Generous PTO balance offered
  • Comprehensive Health/Dental/Vision Insurance that is affordable.
  • Wellness Program
  • Career Development.
  • 9 paid holidays
  • 401k with an employer match
  • Employee Assistance Program.
  • Annual boot allowance and a 15% discount at Carhartt
  • A fun, fast-paced culture with company events and professional growth opportunities.

JOB RESPONSIBILITIES:

Office Reception and Administration:
  • Welcome guests and greet visitors, answer inquiries, and create a welcoming environment.
  • Answer phone calls and direct the caller to the appropriate personnel, department, or voicemail to ensure all calls are addressed.
  • Organizing and maintaining files and databases in a confidential manner.
  • Receiving deliveries, daily sorting and distributing incoming mail and outgoing mail.
  • Scheduling appointments, meetings, or reservations as needed.
  • Maintaining office supply inventory by checking stock to determine inventory levels.
  • Support duties including calendar/email management, making travel arrangements, preparing expense reports, attend meetings and prepare/distribute meeting minutes, agendas, and presentation materials.
  • Prioritize and oversee special projects assigned by leadership, including those of a sensitive or confidential nature; gather and organize data to prepare reports for review and action by others.
Human Resources Timekeeping and Benefit Coordination:
  • Support the administration of employee benefit programs including enrollment and changes.
  • Assist employees with benefit related questions and issue resolution.
  • Help with timekeeping and assist with correcting time punches when needed.
  • Understanding of benefits to be able to assist employees with questions related to medical benefits, dental, vision, 401K, short-term disability, life insurance.
  • Employee records and documentation - serve as the administrative recordkeeper.
  • Assist with maintaining accurate and up-to-date employee records from onboarding through entire employment lifecycle.
  • Organize and manage the timeline for tracking and report maintenance, ensuring timely
  • Assist with HR policy adherence and tracking in coordination with the HR team.
  • Remain knowledgeable in compliance with federal, state, and local employment laws/regulations.
  • Assist with employee relations - serve as a point of contact in answering employee questions regarding all administrative HR functions.
  • Support employee engagement initiatives and events.
Talent Acquisition and Onboarding Facilitation:
  • Work closely with hiring managers to develop recruitment plans, candidate sourcing, advertising, and outreach strategies, etc.
  • Utilize social media platforms to enhance market reputation and attract passive talent.
  • Evaluate qualifications, knowledge, skills, and abilities of potential candidates against position requirements and job descriptions and disposition appropriately within the ATS.
  • Schedule candidate interviews and provide supporting documents for all interviews.
  • Facilitate interview process, guide hiring managers with appropriate questions related to qualifications. Facilitate debrief and selection process post interviews.
  • Ensure all candidates are communicated with in a timely manner and regrets are relayed.
  • Extend job offers and prepare request for the preparation of offer letters and pre-employment guidelines.
  • Follow up with HQ to ensure the administration of background checks, reference verifications and drug tests for job applicants are completed as part of the hiring process while maintaining strict confidentiality regarding the results of background checks, MVR reports and drug tests, ensuring that sensitive information is only shared with authorized individuals.
  • Administer onboarding process and all links to candidates for completion.
  • Assist with follow-up to ensure all new hires have completed pre-employment paperwork and have completed benefit enrollment after the onboarding process.
  • Conduct first day New Employee Orientation (NEO) utilizing standardized template and tools.
  • Ensure all records and documents are collected and appropriately stored at the end of the recruitment cycle and all onboarding materials for each job opening and new hire.
REQUIREMENTS:
  • High School Diploma or equivalent is desired OR any combination of education and experience that demonstrates the ability to perform the job duties (required)
  • 1-3 years of HR support and/or Office Administrative experience (required)
  • Understanding of general HR policies, practices, benefits, recruiting and timekeeping.
  • Professionalism to maintain confidentiality of sensitive information at all times.
  • Excellent organizational and communication (verbal and written) and proper telephone etiquette.
  • Strong technical skills including intermediate or above experience level in MS Office applications.
  • Experience supporting or working in Talent Acquisition and Onboarding.
  • The ability to effectively evaluate candidates based on job requirements and cultural fit.
  • Knowledge of applicable labor laws, regulations, and EEO guidelines, and is able to coach others on the same.
  • Effective time management with the ability to think beyond the task at hand.
  • Experience in creating and maintaining reports and timekeeping tracking.
  • Deadline driven work ethic with the ability to change course when needed.
  • Innovative and creative - finding solutions and resolving challenges - thinking 'outside the box'
  • Have reliable attendance, be respectful and responsible at work.
SKILLS AND ABILITIES:
  • Adhere to safety protocols and maintain a clean and organized environment, promoting a culture of safety and compliance.
  • Ability to work in a heavy manufacturing environment.
  • Ability to show patience and courtesy when dealing with others and have pleasant telephone manners.
  • Ability to create and maintain professional relationships within all levels of the organization (peers, work groups, customers, supervisors).
  • Ability to work independently and as a member of a team
  • Demonstrated ability to work independently to complete projects with tight deadlines.
  • Ability to pass a background check and drug screening

JTS is proud to be an equal opportunity employer.

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