HR Manager

Job Description Job Description:

Purpose of the Position: The position of Human Resource Manager (HRM) is responsible for the administration of Human Resources support services and functions including payroll & compensation, time and attendance, performance appraisals, benefits administration, employee handbook updates, recruiting, team building, company morale, and training.

The HR Manager monitors compliance with Federal, State and Local laws and regulations relevant to training, record-keeping, employee benefits, and human resources information systems. The position will also ensure organizational and program effectiveness occurs through a sustainable and integrated services approach. The HRM responsibilities will also include facilities management.

Human Resources Responsibilities: General:Administers the HR function, including recruiting and onboarding, regulatory compliance, compensation, benefits, payroll, trainings, workers compensation, risk management, employee relations, etc.Maintain strict confidentiality on all HR related items and other sensitive information.Collecting and auditing of payroll information each week.Processing payroll through our third party payroll company (ADP) every Tuesday.Code payroll into proper categories on a weekly basis.Assisting managers with employee reviews, including providing review templates based on the employee job descriptions; reporting HR maintained information such as attendance, PTO usage, and incentives earned/paid; and attending employee review meetings as needed.Process employment terminations including retrieval of equipment, removing all access to First Class systems and buildings, and backup of digital items such as e-mails and Citrix portal.Conduct exit interviews and ensure that necessary employment termination paperwork is completed.Supervise and train HR personnel.Arrange all travel arrangements for the company, including employees working at a remote job site. This will include soliciting for group rates with hotels, auto rental companies, and other travel providers.Document SOPs for Human Resources and assist managers with documentation for other departments.Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.Provide executive assistance to CEO and COO for travel and other admin duties.Provide reporting of employee and departmental performance, turnover, personnel costs, etc.Respond to employment verification requests for employees and 1099 contractors.Respond to and dispute (if necessary) Unemployment Claims in a timely manner.Assist employees and independent contractors with immigration applications and renewals.Other duties as required by management.

Legal Compliance:Conduct effective, thorough and objective investigations regarding employee complaints or concerns.Act on behalf of First Class Companies and its subsidiaries, in human resources related legal matters.Report and administer Worker’s Compensation claims, approving services for injured employees, ensuring Worker’s Compensation claims are filed under appropriate business (W-2 vs. independent contractor), reporting hours worked, tracking restrictions, filing 13-Week Wage Statements, making offers of light duty if applicable, and other required functions.Complete and track I-9 documents, requesting current documents upon document expirations, maintaining and removing I-9’s of terminated employees according the government time table.Update the Employee Handbook and Company Policies as needed. Review the handbook quarterly to ensure all employment laws and changes have been accounted for.Ensure First Class is in compliance with federal, state and local labor and employment laws with all existing policies as well provide guidance regarding any proposed policies or policy changes.Ensure compliance with federal, state and local laws regarding benefits, compensation, employment law and training.Maintain functional knowledge of legal requirements related to day-to-day management of employees, reducing legal risks and ensuring regulatory compliance.Administer the company’s Drug Free Workplace Program including trainings, compliance, and yearly insurance applications.Work with Operations to ensure compliance with OSHA and Workplace Safety laws. Research and provide training when needed.Keep the Department of Defense and other government entities audit files up to date with proper documentation and acknowledgements such as signed Anti-Smoking Policies from every employee and enforce employee compliance when needed.Complete and comply with garnishment paperwork for employees.Ensure proper classification of employees and contractors (exempt, non-exempt, full-time, part-time, seasonal, independent contractor, temp, etc.). Recruiting & Onboarding:Coordinating and conducting recruitment efforts, including drafting and/or updating job descriptions, making salary recommendations to Ownership, posting position openings, interviewing, hiring, employee orientations, and training.Perform searches for qualified job candidates, using sources such as computer databases, networking, Internet recruiting resources, media advertisements, job fairs, recruiting firms, or employee referrals.Complete new hire setup including ordering software licenses, obtaining access and passwords to IT systems and programs, ordering equipment, setting up desks, proper completion of employment paperwork, providing security codes (as needed), key cards, time clock, Paychex (payroll), cell phones, tablets, equipment forms, and other items as needed.Develop and administer an onboarding process for both operations and office staff.

This will include new hire paperwork, training, orientation, and set-up.Prepare employees for assignments by establishing and conducting orientation and training programs.Draft initial hiring and position change offer letters.Attend job fairs to recruit for permanent and seasonal positions.Manage job postings to job boards including narrowing the applicant pool to relevant applicants, scheduling interviews for management, and tracking applicant data.Review and update job descriptions on an annual basis by collaborating with department managers and employees to ensure all job duties are included and current. Training & Development:Provide annual training in discrimination, harassment, drug-free workplace, and other required or beneficial workplace training.Provide management with information or training related to interviewing, performance appraisals, counseling techniques, or documentation of performance issues.Ensure planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees.Assess, procure, and provide professional development training for managers and employees.Maintaining staff job performance by counseling and disciplining employees; planning, monitoring, and appraising job results.Partner with management and supervisors regarding coaching, corrective actions and terminations. Benefits & Compensation:Maintaining a pay plan by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual pay actions; recommending, planning, and implementing pay structure revisions.Select, manage and maintain employee benefits programs by studying and assessing benefit needs and trends; inform employees of benefits; as well as maintain all company benefit programs, this includes Health and Ancillary coverage, 401(k) administration, Colonial, Flexible Spending Accounts, Cobra, and PTO balances.Assist ownership with the execution of the Profit Sharing program including preparation of the bonus spreadsheets, collection of performance data, calculation of bonus attainment, and payout if goals are met.Track and report overtime usage per department.

Communications:Send organization announcements and notices to employees to inform them of changes in the company, policies, IT issues, or upcoming events.Publish a monthly company newsletter.Maintain and distribute a company phone list to employees.Establish and publish Standard Operating Procedures (SOPs) for the HR department.Collaborate with department managers and set goals for completion of SOPs for each department.Review and update SOPs on an annual basis. Employee Relations:Manage and resolve employee relations issues.Manage, document, and assist in resolving employee disputes.Develop, plan, and implement employee retention strategies and activities.Develop and implement employee incentive and recognition programs.Schedule management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.Establish positive professional working-relationships with all managers and employees to promote a professional work environment while maintaining confidentiality.Assist managers with employee terminations, write-ups, and implementation of the progressive disciplinary process.Plan company events such as the annual holiday party, driver appreciation week, customer service appreciation, team building events, etc.Plan community service events and the annual truck pull with Move for Hunger.Plan a remote employee Team Building Happy Hour/Meet & Greet so the Remote Employees feel more special and maybe can bond with each other Record Keeping:Maintaining Employee files to ensure all legally required items are included and no information is included that should not be (i.e. medical information).Maintain and update human resource documents such as organizational charts, employee handbooks, directories, and performance evaluation forms.Perform annual audits of files and archive as needed. Health, Safety, and Security:Manage and monitor access to the building through the security system which includes the door access system and alarm system (training will be provided).Ensure the company is in compliance with the most current Federal, State, and OSHA laws regarding health and safety across all its locations.

Facility Management Responsibilities: This Shared Services role will incorporate planning, monitoring, facilitating, managing and reporting on First Class’ building operations, environmental, life safety, security and maintenance needs. This role includes vendor selection and management duties in that you will assist in vetting and managing First Class’ vendors for services related to the above.Assist in delegating cleaning and maintenance tasks to team members as well as third parties.Monitoring the safety and cleanliness of interior and exterior (where FC is responsible) areas.Suggesting and seeking approval for routine maintenance.Scheduling and performing inspections and emergency repairs (or scheduling outside vendors).Ensuring proper security measures for the workplace and collaborating with security system vendors.Maintaining day-to-day operations of facilities such as delegating maintenance work orders to warehouse or other team members.Creating reports on maintenance, repairs, safety, etc.Facility safety training (i.e. active shooter training, fire drills, etc.).Budget management for facilities expenses.Manage the acquisition and maintenance of non-production equipment and supplies in accordance with company policies, health and safety standards.Monitor suppliers and facility vendors to ensure that they efficiently and effectively provide needed goods or services within budgetary limits and quality standards.Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.Oversee facility construction and renovation projects to coordinate vendors, improve efficiency, and ensure project remains on schedule and on budget.Manage employee and contractor access to the building, offices, supply rooms, file cabinets, etc.Maintain regular maintenance schedules and records for the facility and non-production equipment in accordance with company policies, lease agreements, health standards, and Department of Defense regulations.Other duties as required by management.

Office Management Responsibilities:Track and order supplies as needed.Order van line paperwork as requested by customer service.Maintain the Military Approval binder with all required information including vendor information, facility maintenance performed, inspections performed, etc.Manage facility master keys and replication.Maintain company documents and file for renewals including company business tax numbers, unemployment numbers, etc.Assist sales department and ownership with completion of Requests for Proposals (RFPs) and other sales and legal documents. Education and Work Experience:Bachelor’s degree in Human Resources or Business.2-3 years of experience in HR.Payroll, benefits administration, training, employee relations, and recruitment experience.Proficient in ADP.Knowledge of current HR laws including ADA, FMLA, Workers' Comp, EEO, COBRA, HIPPA, Labor Law, and OSHA regulations.Knowledge of MS Office, Word, Excel, Outlook. Qualifications:Ability to maintain confidentiality is a must.Must be able to learn new software programs quickly.Computer literacy is a must.Must be detailed oriented.Must be reliable and efficient.Must be able to solve problems at the management level without assistance from ownership unless necessary.Must be able to handle conflict in a positive and constructive manner.Ability to multitask and meet multiple deadlines.A high level of organization and willingness to learn, as well as a team player attitude.Skills to communicate directly with customers, managers, drivers, and sales personnel.Must pass criminal background check.As a Drug-Free Workplace, must pass pre-employment and random urinalysis drug testing.