Job Summary
We are seeking an energetic and detail-oriented HR Generalist and Office Coordinator to join our dynamic team. This pivotal role combines human resources expertise with office management responsibilities to ensure seamless operations, foster a positive workplace environment, and support strategic HR initiatives. The ideal candidate will be a proactive communicator, skilled in managing HR systems, and administrative functions, all while promoting compliance and organizational excellence. This position offers an exciting opportunity to influence company culture, streamline processes, and contribute to our growth trajectory.
ESSENTIAL DUTIES & RESPONSIBILITIES:
HR, Payroll, and Benefits
- Administer employee onboarding and orientation, including onboarding schedules, training calendars, required paperwork, employee communications, and coordination with supervisors.
- Administer employee offboarding processes, including required documentation, internal notifications, benefits-related steps, return of organizational property, and coordination with external consultants and vendors as needed.
- Maintain physical and digital employee files, HR records, benefits documentation, and related personnel records.
- Coordinate open enrollments, employee changes, and routine communication for employee benefits programs.
- Prepare and process payroll and review bi-weekly payroll reports through ADP.
- Coordinate retirement plan administration, reporting, contribution submissions, communication with plan participants, and communication with the Third Party Administrator.
- Coordinate recruiting logistics, including job postings, candidate communication, interview scheduling, interview materials, and related documentation.
- Prepare offer letters and standard HR-related documents for management review.
- Respond to routine HR-related inquiries and refer sensitive, complex, or decision-level matters to management.
- Advise management on assigned HR processes by providing timely information, recommendations, documentation, and follow-up.
- Assist with corrective action processes as assigned, including preparing documentation, tracking follow-up items, and maintaining related records under the direction of management.
- Coordinate with management on the development and revision of personnel policies and procedures.
- Maintain the employee handbook and employee job descriptions, coordinating updates with management as needed.
- Monitor employment and labor law updates, maintain related compliance information, and provide recommendations or updates to management as needed.
- Coordinate employee recognition, staff activities, and other employee engagement efforts as assigned.
Office Coordination and Facilities
- Serve as the lead staff contact for routine headquarters office needs.
- Coordinate office supplies, mail, packages, equipment, records, and general administrative needs.
- Coordinate routine IT vendor requests and staff technology support needs, escalating access, security, infrastructure, or system changes to management.
- Follow established procedures to support the security, integrity, and confidentiality of organizational data, and promptly escalate data access, security, or confidentiality concerns to management.
- Coordinate routine maintenance, cleaning, landscaping, and facilities needs, seeking management approval for significant repairs, costs, or vendor changes.
- Maintain tenant communications, collect rent, monitor lease requirements and renewal timelines, coordinate routine tenant-related maintenance needs, and seek management approval for lease terms, rent changes, disputes, major improvements, or significant tenant-related costs.
- Maintain organized office, tenant, facilities, and administrative records in accordance with CLEAR’s records-retention practices.
- Provide updates to management on office operations, facilities, tenant matters, vendor issues, and renewal items.
Administrative and Customer Service Support
- Serve as a first point of contact for routine inquiries by phone, email, and other assigned communication channels, including questions related to CLEAR programs, events, registration, office operations, and administrative processes.
- Respond to routine member, staff, vendor, tenant, and public inquiries, escalating complex or sensitive issues as needed.
- Provide administrative, customer service, and on-site support for CLEAR programs, trainings, meetings, events, and internal projects as assigned.
- Assist with internal tracking, scheduling, documentation, and follow-up for assigned projects.
- Attend staff, project, or operational meetings as requested to provide updates on assigned responsibilities.
- Support development of templates, checklists, shared trackers, and other tools to improve recurring administrative processes.
Finance and Accounting Support
- Provide requested documentation to accounting firm or management to support financial statement preparation, audits, budget planning, and other assigned financial processes.
- Assist with manual deposit procedures and coordinate delivery of deposit documentation to accounting firm.
- Provide information related to assigned HR, benefits, office, insurance, tenant, and facilities responsibilities as requested for budget planning and review.
Follow established workflows, approval requirements, and documentation expectations for any assigned finance-related support task.
EDUCATION/TRAINING AND EXPERIENCE:
- Bachelor’s Degree preferred
- 5 years’ supervisory, management or relevant experience
- Strong communication and organizational skills required
- MS Office Suite (required) and knowledge of HRIS and Logsitics software (preferred)
GENERAL SKILLS AND ABILITIES:
- Ability to follow detailed procedures required
- High level of attention to detail required
- Strong computer skills particularly with the Microsoft Office Suite required
- Disciplined, dedicated professional who can lead by example, meet deadlines and handle pressure required
- High level of reasoning ability required
- Excellent problem-solving skills required
- Logistics planning preferred
- Persuasive abilities required
- Oral comprehension skills required
- Ability to manage interpersonal relationships required
- Negotiation skills preferred
- Strong written comprehension skills preferred
- Ability to manage workplace stress required
- Self-directed and ability to take initiative
- Excellent written and oral communication skills
- Ability to prioritize assignments and manage multiple projects simultaneously
Join us to make a meaningful impact by fostering a vibrant workplace culture while ensuring operational excellence. We value proactive problem-solvers who thrive in fast-paced environments and are passionate about supporting our people’s success.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
Work Location: Hybrid remote in Lexington, KY 40536
