People & Culture Associate

Position Title: People & Culture Associate
Department Name:People & Culture
Reports to:People & Culture Business Partner
Status: Nonexempt, Full Time
Location: Santa Monica, CA (hybrid)

Position Purpose
The People & Culture (P&C) Associate supports the P&C team by handling core day-to-day P&C administration related to group benefit programs, recruiting activities, record keeping, event coordination, maintenance of P&C systems and other general administrative P&C functions. The role emphasizes providing exceptional customer service and developing strong employee relations initiatives.

Essential Duties and Responsibilities:

• Maintain and update P&C records in HRMS, ATS, Benefit Admin platform and various third-party sites as well as other applicable P&C systems
• Conduct periodic internal reviews and audits of P&C Systems’ records to ensure accuracy and completeness of information
• Coordinate recruiting activities via the ATS including tracking employment applications, filing resumes, scheduling and coordinating interviews, tracking candidate status and sending follow up communications to applicants etc.
• Coordinate new hire process including initial communication with future employees, new hire paperwork, set up and induction schedules
• Verify I-9 documentation and maintain records to achieve compliance
• Submit background check requests through background check vendor for new hires, track and record status
• Perform day to day benefits administration for group health benefits, including medical, dental, and vision plans as well as life insurance and short term and long-term disability
• Audit and reconcile payroll/benefit related data and monthly benefit statements
• Coordinate benefit related events such as open enrollment meetings and retirement plan education sessions
• Regularly communicate benefit/wellness and general informational updates to employees in support of key activities
• Perform customer service functions by accurately answering and resolving benefit related questions and queries; act as a liaison between employees and insurance carriers
• Generate various reports and other metrics in support of the P&C department’s strategic goals and maintain dashboard data to represent metrics

• Assist with processing of terminations to include preparing and sending separation of employment letter to employee, scheduling exit interview, preparing termination packets and communicating terminations to key stakeholders
• Coordination of various events and activities on an as needed basis
• Assist with various research projects and/or special projects
• Track completion of annual and semi-annual Performance review discussions
• Maintenance of company-wide position descriptions to include updates as required
• Schedule conference rooms, venues and reservations, photocopy, scan, file, process mail and prepare correspondence
• Communicate new hires, terminations and employee status changes to concerned parties

Other Job Functions:

• Dependability, is consistently at work on time, follow instructions, respond to management direction and solicits feedback to improve performance
• Actively promote and personally observe safety and security procedures, and use equipment and materials properly
• Perform other related tasks as assigned, some of which may become essential to the position

Supervisory Requirements:

• No supervisory responsibilities at this time

Interactions:

• P&C team
• Internal customers (i.e. employees)
• Key department heads and stakeholders
• Third party vendors and brokers

Requirements

Education/Training:

• Bachelor's degree or equivalent in Human Resource Management, Organizational Development, Psychology, Business Administration or related field
• HR Management Certification (intent to acquire or in process)

Experience Required:

• Minimum 2+ years Human Resources experience as an Administrative Assistant/HR Assistant/HR Coordinator or equivalent role

Knowledge, Skills, and Abilities (KSA's):

• Experience in the administration of benefits programs
• Strong grasp of mathematical concepts and application in the HR business environment
• Basic knowledge of employment laws and practices
• Excellent interpersonal and communication skills
• Strong customer service skills
• Exceptional ability to be organized and detail-oriented
• Demonstrate accuracy and thoroughness and monitors own work to ensure quality
• Demonstrate ability to work successfully in a fast-paced high-volume team environment
• Present numerical data effectively and able to read and interpret written information
• Ability to prioritize and plan work activities and use time efficiently
• Ability to handle sensitive information with a high level of confidentiality
• Competency in Microsoft Office applications; strong knowledge of Excel required

• Experience with HRIS databases
• Experience in AEC industry a plus

Physical Demands:

• Ability to sit or stand for extended periods of time
• Intermittent walking to gain access to work areas
• Finger dexterity sufficient to use a computer and to complete paperwork activities
• Vision sufficient to use a computer, to read written materials and to complete paperwork activities
• Hearing sufficient to communicate with individuals by telephone and in person
• Ability to lift up to 25 pounds

Work Environment:

• Office setting with quiet to moderate noise levels in temperature-controlled environment
• Works in other areas at the facility as needed to include regular jobsite visits

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.