JOB DESCRIPTION

We are seeking a superstar HR Office Assistant to join our team in this HR support role! The ideal candidate will have a servant’s heart and a desire to provide outstanding front office/reception and clerical support to a busy HR team and corporate office. Located in Scottsdale, hours are Monday-Thursday 8am-5pm in office and Friday 8am-2pm remote.

ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:​

• Responsible for receiving and directing visitors as necessary for the Home Office.
• Responsible for the Human Resources front office area daily: Monday – Thursday in office 8:00am – 5:00pm, and remote on Friday’s 8am-2pm.
• Answer incoming phone calls courteously and promptly: screen, transfer, and direct phone calls to the appropriate individual.
• Responsible for forwarding phones and answering incoming calls courteously and promptly while working remote on Friday.
• Greet visitors courteously and promptly, determine needs and notify appropriate individual, always ensuring a friendly, warm, welcoming, and professional front office area.
• Provide a “gatekeeper” role for the department, learning when it’s ok for an employee or manager to walk back unannounced and when it may not be, taking related direction from department Managers/Directors accordingly.
• Handle day-to-day administration of the employee/visitor badge process, under Office Manager direction, ensuring compliance with policy and department procedure.
• Attend to and monitor visitors to ensure unauthorized visitors are handled appropriately.
• Provide entrance into nursing mom’s room, as instructed in advance by Office Manager.
• Report HR suite or office equipment repair or supply needs to Office Manager.
• Update and meet with Office Manager as needed to discuss needs or concerns related to the HR Front Office; immediately report to Office Manager and/or SVPHR if a safety, security, unprofessional or other concerning incident occurs in or around our Front Office – or elsewhere in the building that you become aware of.
• Receive/distribute incoming mail/packages accordingly.
• If assigned, monitor incoming RingCentral fax account daily, checking it throughout the day forwarding or handling as appropriate.
• Mail monthly benefit packets to locations and any miscellaneous packets, as needed.
• Mass mailings, as needed for HR, Benefit and Payroll teams.
• Review Google, Glassdoor, Indeed, ZipRecruiter reviews for all Forever entities on a weekly basis, discussing anything of concern with Office Manager to determine need to escalate.
• Assist Office Manager and HR team with Home Office event planning and preparation.
• Utilize creativity and graphic design abilities to create Company communications, such as flyers, newsletters, notices.
• Assist department with scanning into UKG’s Document Manager or shared drives as needed.
• Weekly checks to ensure main number outgoing voice messages and after-hours messages are working as they should.
• Assist HR team with new hire orientation and Home Office tours as needed.
• Monthly review of office bulletin boards and rotation needs.
• Provide basic audio/video support as needed for department or other meetings in HR Conference Room.
• Assist team with voucher preparation as needed.
• EHS liaison for Home Office, carrying out various administrative duties onsite as needed from Dallas-based EHS team.
• Cultivate supportive, trusted relationships with department co-workers, management team, Home Office staff and location contacts.
• Provide administrative support throughout the department as requested by Office Manager or SVPHR, consulting with one of them if conflicting priorities arise.
• Represent department and Company in a positive and professional manner at all times.
• Maintain confidentiality of company and employee information at all times.
• Maintain written procedure manual of HR Office Assistant job duties.
• Work cooperatively with co-workers and supervisors.
• Crosstrain and provide backup on other administrative tasks within the department when needed.
• Maintain regular and punctual attendance to work.
• All other duties as assigned.

QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES:

• Excellent computer skills including a high-level proficiency in Word, Excel, and PowerPoint.
• Publisher, Canva and/or experience with other graphic design tools desired.
• Ability to type at least 40 wpm.
• Strong organizational, documentation, and technical writing skills, with ability to maintain organized processes and file, both hard copy as needed and electronically.
• Ability to learn new systems, processes, and information quickly.
• Ability to prioritize work demands and meet deadlines.
• Excellent written communication skills, including proper spelling and grammar.
• Excellent verbal communication skills, including the ability to speak clearly and positively, present effectively and handle sensitive and confidential situations.
• Extreme attention to detail; demonstrated accuracy and thoroughness.
• Ability to effectively and efficiently prioritize tasks.
• Strong initiative and accountability, follow-up, and ability to follow-through on responsibilities without reminders.
• Ability to maintain discreetness, absolute confidentiality, and a secure work area at all times.
• Ability to follow instructions, respond to management direction and solicit feedback to improve performance and increase knowledge.
• Ability to show good judgment and initiative.
• Demonstrated ability to work independently with attention to detail and organizational abilities.
• Superior analytical/problem solving, written and verbal communications.
• Consistently friendly, helpful and professional telephone and in-person demeanor. Excellent customer service skills and ability to build trusted relationships.
• Must be able to work in a fast-paced environment, where priorities regularly change. Multi-tasking, versatility and adaptability is key.
• Must have strong desire to help create and contribute to a “best practices” HR department.

​EDUCATION AND/OR EXPERIENCE REQUIRED TO PERFORM JOB DUTIES:

• Must have High School diploma or GED at minimum. Associates degree or some college preferred.
• Prior experience working in an administrative support capacity, preferably in a Human Resources environment or Corporate Office setting, preferred.
• Front office/reception or customer service experience helpful.
• Intermediate Word, Excel and PowerPoint are required for this role.
• Publisher, Canva or other graphic design experience is desired.
• Bilingual Spanish desired but not required.
  The company reserves the right to modify, interpret, or apply this job description in any way the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “at-will.”
  Job Type: Full-time
  Pay: $22.00 - $24.00 per hour
  Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Scottsdale, AZ 8525