HR Generalist/Office Manager

Reports to

Human Resources Manager

Chief Financial Officer

Job Overview

The HR Generalist/Office Manager is a dual role primarily focused on Human Resources, with additional office management responsibilities. This role is responsible for performing some HR-related duties on a professional level in the following HR functional areas; onboarding, benefits, compensation, HR compliance, training and development and payroll). The office manager component of this position is responsible for facility management of the office. The person in this position is an independent, efficient, pro-active, action-oriented and customer service-oriented individual with sincerity, integrity and capable of possessing confidential information about our business and employees. As a result of the geographically dispersed nature of the Company and its 24/7 field operations, the person in this position is required to work outside of regular business hours and possible weekends. This is not a remote position.

Duties and Responsibilities:

Responsible for the onboarding process of new/rehired employees.
Verify that rehires have signed Dispute Resolution Agreements on file and updated Medical / Prescription Form prior to rehiring.
Submit E-Verify for all new hires; save results to personnel file and/or address further action, if required.
Perform I-9 re-verifications for rehires and non-U.S. citizens via Paychex/HireTech platform
Create and maintain electronic personnel files.
Process employee Change of Status in Paychex Flex and update electronic personnel files
Assist in facilitating the enrollment of eligible employees and enroll them in suitable benefit programs (Higginbotham and Lincoln Financial).
Furnish eligible employees with essential information about their benefits.
Assist with benefits administration and renewal process.
Update Paychex Flex with Benefit Deductions for employees who are newly eligible for benefits
Distribute necessary onboarding documents to new/rehired employees and ensure receipt of completed, required documentation (Non-Billable and Billable Hours Policy, Travel & Expense Policy, etc.).
Respond to unemployment claims, employment verifications, child support orders, garnishments, National Medical Support Notices, and other similar administrative duties
Request labor law posters at the start of each project and coordinate delivery address with Project Managers, ensure they receive updated versions when necessary, and maintain updated labor law folder (with HR Manager).
Investigate employee reports regarding pay discrepancies.
Update and distribute various employee lists as required (G40/Uniform/Birthdate/Hire Date List, etc.).
Support employees by addressing their inquiries and provide assistance (accessing Paychex accounts, assist with account resets, password changes, tax withholding, personal data, direct deposit information, and other related tasks (with HR Manager).
File all signed dispatch forms received into employees’ personnel file.
Create and distribute the company holiday schedule.
Manage the Coordination of IT requirements for new hires, including hardware and software needs, as well as requests for system access and delegation.
Ensure timely follow-up with Paychex regarding any issues that arise (with HR Manager).
Distribute 401K documents to all eligible employees.
Administer expense reporting, including the management of corporate card program.
Back up to Dispatch Department, when needed.

Key Office Manager Duties and Responsibilities:

Respond to all incoming calls received on the Company’s main phone number.
Open, sort, and distribute incoming mail to the relevant departments on a daily basis.
Undertake general office management duties, including overseeing company service providers.
Maintain poise and focus under time constraint and adverse conditions.
Ensure safe working environment while performing work.
Comply with all Client and Company policies and procedures.
Other duties as assigned.

Experience and Qualifications:

Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
Education requirement may be waived with demonstrated 1-3 years’ experience in a human resources role.
Experience working in a petrochemical industry or industrial construction setting is highly preferred.
Exceptional attention to detail and work ethic.
Excellent emotional intelligence and interpersonal skills.
Strong problem-solving abilities.
Effective handling of multiple tasks simultaneously; able to work effectively and efficiently with minimal supervision in a fast-paced environment; must be a self-starter.
Relentless commitment to teamwork, excellence, and client satisfaction.
Possess excellent teamworking skills.
Possess/be able to obtain and maintain Transportation Worker Identification Credential (TWIC), preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell. The employee must regularly lift and/or move up to 25 pounds and may frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.