Hr Administrator/Office Manager

Position: HR Administrator/Office Manager

Classification: Non-Exempt

Wage Range: $24 - $28/hr

Job Summary

This position is responsible for overseeing all Human Resource (HR) functions within the

organization including employee relations, hiring, onboarding, benefits administration and

performance management. This position is also responsible for supporting management and team

members through efficient and organized office operations.

ESSENTIAL RESPONSIBILITIES (include but are not limited to):

Manage Office space

• Allocate 1-2 hours per week to organize and clean the office

CARES

• Manage all aspects of customer service and customer recovery
• Review and respond to all CARES correspondence
• Compile and provide CARES Incident report to Executive Directors weekly

Email/VM Correspondence

• Respond to all emails and voicemails within 24 hours and communicate any pertinent information to the team in a timely manner

Ordering

• Purchase all items needed to maintain a sound working environment (warehouse, office
• supplies, parts town, etc.)

Facilities and Equipment

• Along with operations leadership, coordinate and schedule all preventative maintenance and/or inspections such as backflow prevention, fire safety, Support Center facilities walk-thru, etc.
• Contact/schedule all repairs and maintenance
• Negotiate and maintain all vendor contracts
• Along with operations leadership conduct weekly walk-throughs of the premises, both internal and external
• Share findings with Operator and plan and execute action items
• Ensure building and equipment is repaired/replaced in a timely manner
• Make sure all levels of leadership have appropriate keys, cards, and IT access

Supplier Payments

• Manage and process invoices ensuring timely payment
• Scan and file all invoices
• Send out all checks
• Communicate accounting notes on a weekly basis to Directors, Operator, and CFA Support Center Accountant
• Respond to all Analytical Reviews of FCR packages in a timely manner

Uniform Inventory Management

• Update and organize inventory of all uniforms
• Order uniforms for new/existing team members in a timely manner and ensure backstock uniform inventory is stocked

HR Compliance

• Maintain current knowledge of applicable federal, state and local employment laws and regulations
• Utilize Employee Handbook to support management with consistent policy implementation
• Collaborate with HR Consultant, and legal counsel when appropriate, to update Employee Handbook policies annually
• Retain and archive personnel files, employment applications and other employee records in compliance with legal guidelines

Hiring and Training

• Assist with internal and external job announcements
• Collaborate with managers and supervisors to screen and select qualified candidates
• Maintain an effective onboarding program to provide essential information and set new employees up for success
• Collaborate with managers and supervisors to design effective training programs for all positions and maintain documentation of completed training
• Ensure all job descriptions are accurate and up to date
• Create new job descriptions as needed

Payroll and Benefits

• Perform daily and weekly review of timekeeping records to verify accurate data entry and appropriate rest/meal periods
• Complete payroll on a biweekly basis
• Provide training to employees and supervisors regarding accurate timekeeping policies and procedures
• Perform periodic audits of timekeeping and payroll records to ensure correct deductions, pay rates, and accruals
• Assist with new hire benefit enrollment and annual open enrollment process
• Maintain accurate tracking of all family and medical leaves of absence including medical certification and employee communications

Safety and Workers’ Compensation

• Ensure timely response to employee accidents and injuries including incident reports, DWC-1 form, and notification to insurance carrier
• Work with management to maintain and update Injury & Illness Prevention Plan, Heat Illness Prevention Plan, and Workplace Violence Prevention Plan as needed
• Work with managers and supervisors to implement safety programs and training

Employee Relations

• Partner with managers and supervisors to ensure effective performance management, coaching, and disciplinary action
• Work with employees to resolve workplace issues as they arise
• Support mediation between employees as needed
• Facilitate timely, effective workplace investigations as needed
• Maintain thorough, organized documentation of all personnel activities
• Facilitate employee terminations including accurate final paychecks, exit interviews, and other exit procedures
• Communicate with managers regarding exit interview findings and, if needed, determine appropriate action steps

Additional Related Responsibilities

• Must be available to work Monday – Friday, 8am – 5pm and willing to work weekends as needed
• Ensure up-to-date Labor Law posters in all locations
• Prepare and submit federal EEO-1 report annually
• Provide reports and information as needed by Executive management
• Support operations as needed
• Data organization and management
• Track and maintain budgets
• Assist with the catering process (order experience, some deliveries, guest recovery, etc.)
• Plan and execute events/birthdays/celebrations
• Perform other tasks and projects as requested

Minimum Knowledge and Skills Requirements

• Must have an intermediate or higher level of computer literacy with Excel, Word, PowerPoint, and Outlook
• Exceptional project management and leadership skills
• Creative in generating new ideas and developing communications
• Self-motivated, proactive, committed to continuous improvement
• Exceptional verbal, written communication skills that consist of writing highly effective and engaging content
• Extremely strong organizational and time management skills
• Understanding of how to interact with and energize a broad range of multi-generational, diverse employee groups
• Ability to effectively present information in one-on-one and small group situations
• Accurate, organized record-keeping skills
• Ability to manage stress and remain composed in a fast paced, high-growth environment
• Ability to maintain confidentiality of company and employee information
• Bilingual communication skills a plus, but not required
• Strong analytical and problem-solving skills
• Continuously represent the brand positively in a multitude of settings and generate brand awareness in the local community
• Ability to work well independently and in a team environment
• Servant leader with a strong sense of stewardship
• Ability to anticipate, solve problems, and resolve both business and team conflicts
• Ability to budget resources – labor, money, time – to achieve business and organization
• goals, vision, and objectives
• Possess the desire to be a life-long learner and has the willingness and humility to learn
• Excel with systematic follow through and auditing skills
• Have strong communication skills and an ability to coach employees through conflict

Preferred Skills

• Bachelor’s degree from four-year college or university in Business Administration or Human Resources preferred but not required
• Demonstrated success in recruiting and retaining diverse employee talent
• Previous employment in a quick-service restaurant environment highly desired

Physical Requirements:

The physical requirements 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.

• While performing the duties of this job, the employee is regularly required to stand, walk, and sit.
• The employee is often required to reach with hands and arms; and use hands and fingers for typing and handling paper documents.
• Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus, and visual acuity sufficient to read a computer screen and paper documents.
• Hearing abilities required for telephone and in-person conversation with coworkers and third parties.

Working Conditions:

The work environment characteristics described here are representative of those an employee

encounters while performing the essential functions of this job. Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions.

• This position primarily functions in an indoor environment and will have occasional exposure to kitchen/meal preparation equipment.
• The position may require exposure to outdoor or indoor heat and humidity and allergens.
• Regular local travel required

• Must be at least 18 years of age upon hire date
• Must be eligible to work in the United States
• Must have reliable transportation
• Must be able to regularly lift up to 25 pounds and occasionally lift up to 50 pounds
• Reading, writing, and basic math and verbal communication skills required
• Must be able to work in a fast-paced, high energy environment
• Must be able to stand on your feet for the entire duration of your shift
• Must work well under pressure
• Must be able to respond to changes or edits to orders quickly and efficiently
• Must be able to regularly reach above or at shoulder level
• Must be able to regularly bend

In our kitchens, we focus on fresh and simple ingredients. And we always have. Since the beginning, we've served chicken that is whole breast meat, with no added fillers or hormones, and we bread it by hand in our restaurants. Produce is delivered fresh to our kitchens several times a week. Salads are chopped and prepared fresh throughout the day. Whole lemons are freshly squeezed in our restaurants and combined with pure cane sugar and water (yep, that’s all) to make Chick-fil-A Lemonade®. It may not be the easy way, but it's the only way we know.