Position Description

HR Coordinator
Primary Location Los Angeles
Possible Hiring Locations Los Angeles
Department 1010 - Global Human Resources
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Position Summary

This HR coordinator will administer the day-to-day processes established for benefits, employment, records management, compliance management, performance management, global HRIS data entry, and reporting. The position will serve as a key contact for questions and requests, especially related to HR process and employment data, to all levels of management for the Global HR function. This role will also act as project coordinator for small projects that span the Global HR function and other functional areas, as needed.

Responsibilities include, but are not limited to:

  • General support
    • Provides exceptional customer service by answering staff requests and questions in a timely fashion
    • Maintain and update employee files. Processing HR documentation; updating personnel transactions in HR-related systems, creating and maintaining HR and vendor files. Ensuring files are complete, organized and meet HR standards and legal requirements
    • Process travel support letters and employment validation
    • Assist with Worker’s Comp administration
    • HR inbox monitoring, Tuition Assistance program processing, filing, I-9 audits
    • Annual labor law poster updates
  • Onboarding support
    • Prepare new hire documents and submit service requests to supporting functional areas for all new staff arrivals
    • Conduct HR induction, pre-onboarding preparations (HR tours, welcome emails, etc.) and post-onboarding preparations activities
    • Assistance with compliance training set up, notification and tracking. Follow up with policy acknowledgments, and conflicts of interest disclosures
    • Create personnel files and document distribution
  • HR system staff data management
    • Including new hire data input, employee data maintenance and changes
    • Staff recognition program (Bravo) data uploading and reporting, along with quarterly reporting to Payroll
    • Processing applicant tracking system (Taleo) candidate to staff data conversions
    • Oracle ERP profile maintenance
    • Immigration – provide support to work permit and renewal tracking within Oracle
  • Assists with processing of terminations and all required offboarding tasks
  • Benefits administration and support:
    • Case and claim management, follow up with vendors and staff on case and claim status. Serve as employees benefits contact for questions and assistance
    • Set up open enrollment and education meetings, assist with staff presentations, draft communications for manager’s review;
    • Benefits data analytics and reporting
    • Benefit invoice payment, audit and reconciliation (domestic and international)
    • Benefits system maintenance, i.e. life events and system feature testing
  • Global HR team and project support:
    • Prepare presentations and project updates to Global HR group and other departments as needed.
    • Serving as a technical resource and provide support to Global HR team members with system features
    • Providing technical support for webinars, e-learning/virtual classroom meetings, PowerPoint slide decks, etc. 
    • Auditing and processing of monthly HR vendor account invoices. Provide reconciliations of invoice payments related to HR expense, budget, benefits vendors, international benefits plans, etc.
    • Provide support to the Global HR team and internal stakeholders during the annual merit review and at-risk compensation planning process to ensure it is consistent and managed to deadlines
    • Assisting and facilitating corporate wellness initiatives
    • Other duties as assigned or requested - including but not limited to employment verifications, meetings scheduling, etc. 

Essential Job Functions: 

  • Create a world-class HR experience by having an intimate knowledge of Global HR policies and practices to educate our staff
  • Strong technical skills to use HR systems, remote meeting desktop and videoconference software such as Slack and Zoom. 
  • Strong customer service approach to all work.
  • Collaborative and proactive approach to work and projects
  • Well organized with a strong attention to detail.
  • Professional interpersonal skills in an international, multi-cultural organization

Qualifications:

Bachelor’s Degree in Human Resources, business or related field required, plus at least three (3) years of HR work experience. Prior experience working for an international organization, strongly preferred. 

  • Must have excellent presentation, written and verbal communication skills including fluency in English. Multilingual skills in any of the UN languages, strongly preferred. 
  • Experience with HR systems (Oracle Fusion, Taleo, Halogen) preferred. 
  • We operate in a Mac device environment and experience with Mac preferred 
  • Proficiency in Microsoft Word, Excel (pivot tables, graphs, charts, etc.) and PowerPoint with a strong knowledge of HR Information Systems. 
  • Proven ability to develop reports, create formulas; demonstrated ability to perform data analysis and make recommendations to improve work processes required. 
  • Excellent interpersonal skills and customer service orientation; proven ability to build influential relationships at all levels in the organization
  • Strong sense of urgency, initiative, and drive; ability to effectively prioritize and manage multiple responsibilities in a fast-paced environment of frequent change and ambiguity
  • Strong business acumen and analytical skills
  • Ability to sit, stand, crouch or kneel throughout the course of a day
  • Must be able to occasionally lift and/or move up to 20 lbs.
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