Bilingual HR Ops. Coordinator

Corovan Careers•Poway, CA

1d•Hybrid

About The Position

Reporting to the Senior HR Manager with a dotted line to the Benefits Specialist/HRBP or San Diego (Poway) HRBP, this position supports HR Leadership, the Human Resources Team, and the San Diego (Poway) Branch. The primary administrative duties include maintaining personnel records, managing HR documents (e.g., employment records and onboarding guides), providing litigation support materials under direction, and updating internal databases. Additionally, this position will assist in engagement efforts both statewide and in the branch. This position is a bilingual role which will help facilitate the creation and distribution of various HR correspondence.

Requirements

High School Diploma, GED, or equivalent.
Four years of relevant business operations experience, including but not limited to recruiting coordination, project coordination, and/or program management.
Strong PC skills required.
Must be proficient in Microsoft applications including Word, Excel and PowerPoint.
Experience updating employee information with an HRIS.
Ability to work effectively with others and partner well.
A valid state driver’s license and meets the requirements of the Drive Policy on Use of Employee’s Personal Vehicle for Company Business Policy.
Proficient in speaking, writing, and translating business documents in Spanish.
Experience in an HR environment or related administrative function.
Strong PC skills including intermediate proficiency in Microsoft Word, Excel, and PowerPoint.
Strong HRIS capabilities and knowledge of modules and reporting.
Ability to work independently and as part of a team.
Strong work ethic and ability to work with minimal supervision.
Highly diplomatic and discreet with the ability to handle highly confidential and sensitive matters.
Strong interpersonal (verbal and written) communication skills.
Professional and confident with excellent interpersonal and communication skills (verbal and written). Must have the ability form effective relationships with people at all levels and to communicate well over the telephone, face to face and in writing.
Ability to communicate with various levels of management.
Decision-making, problem-solving, and analytical skills.
Excellent organizational and administrative skills, with the ability to prioritize and juggle a busy workload in a changing environment.
Reliable transportation and the ability to make daily trips to the post office and other mailing locations.
Occasional travel in the general local area for HR special projects or to acquire supplies for branch-wide or companywide engagement efforts.

Nice To Haves

Ultipro experience strongly preferred.
HR experience working with non-exempt employees.
HR experience in a bilingual (English and Spanish) environment.
Experience using AI, abiding by an acceptable use policy or procedure.
Experience working with timekeeping software.
TCP preferred.
Advanced Microsoft Office, particularly Word, Excel, and PowerPoint.
UltiPro HRIS preferred.

Responsibilities

Processes and enters compensation changes such as merit increases, promotions, demotions, and lateral changes in appropriate payroll cycle to ensure change is integrated in appropriate pay period.
Obtains documents to ensure internal career mobility offer (CMO) process is consistently followed.
Prints, sends, and tracks all pre-adverse and adverse action letters for candidates.
Tracks and confirms retro pay or one-time bonus payments aligned with compensation changes. Ensure compensation changes are processed timely and accurately. Follows up with approvers of compensation changes for approval. Notifies the employee’s manager when compensation changes have been processed.
Scans, renames, and uploads into HR system employee corrective action, compensation increases, status changes, policies, procedures, investigation notes, employee relations cases, HR service delivery items, and employee data.
Accurately identifies documentation and accurately files in appropriate area. Documents to be filed include general employment data such as, corrective action, policies, procedures, confidential information such as tax withholding, background information, notes, investigation documents, copies of sensitive employment authorization documents and medical documents such as work status updates, benefit information, and notes.
Files in physical file and/or electronically any HR, employment, or litigation support paperwork.
Provide administrative support to HR team.
Follows up with HRBP to ensure timely status changes of employees in the HRIS system, such as active to terminated.
Responsible for correspondence around leaves and interactive processes. Will need to secure the required documentation for the leaves.
Tracks, monitors, and coordinates box documents from HR archives and send to storage.
Pulls documentation for history of corrective action, signed policies, etc. Tracks to ensure policy documents have been signed.
Tracks HR packages and mailings.
Reviews historical termination data and ensures that all filing is accurate for prior year terminations and post-offer candidates with adverse action.
Engages with external record storage vendor to send off any HR archiving documents, such as prior year terminations, HR special projects, or benefit data.
Folds and insert HR or compliance mailings into envelopes, tracking delivery.
Alters employee status, such as from Active to a leave of absence, or active to terminated.
Corrects and adds employee contact information such as name changes, phone numbers, or email addresses.
Train and be the backup to the pre-employment administration processing including all aspects the background processing and clinic result retrieval.
Coordination of legal filings. May upload data electronically or mail out completed filings under general HR supervision.
Gathers, assembles, completes page numbering, and copies files for legal responses, ensuring timely delivery.
Pulls reports from HRIS system as requested by HR Management or the Benefits Specialist/HRBP to assist in legal responses.
Sorts, filters, and analyzes employee data. Under general supervision, assists the Sr. HR Manager with various reports and status updates.
Creates slide decks for weekly department trainings and meetings. Partners with HRBPs and HR Management to gather status updates and content for presentations.
Under direction from HR Management, compares timesheets and paystubs across multiple systems, escalating to the Sr. HR Manager of any concerns.
Accurately translates various correspondence and voicemails into the Spanish language, or from the Spanish language to English.
Makes alterations to onboarding packages, such as adding job descriptions for new roles, or adjusting policies to newer versions.
Validates that internal employees have signed a job description for their new role in the internal Career Mobility Offer (CMO) process.
Transcribes Spanish language media or correspondence such as voicemails into written form and translating to English.
May generate first-draft correspondence or presentations for HR initiatives for HR Management or HRBP review.
Orders and ensures Labor posters are sent and posted in all locations.
Orders, arranges for, reconciles, processes, and assigns correct accounting codes for HR expenses.
Processes expense receipts for HR leaders and uses accurate accounting codes.
Takes comprehensive, accurate, and useful notes for meetings requiring sensitivity, such as in the interactive process.
Tracks all employee referral program entries, decides on dates and amounts of payments to employees, submits to payroll (manually), and ensures payments are timely submitted to payroll. Validates that referral payments were successfully processed.
Generates anniversary list, orders plaques and checks in accordance with the company’s anniversary program.
Drafts posters, coordinates data entries, selects and announces raffle winners, and monitors awards for initiatives (like the education raffle). Proactively engages with local HR staff to identify status of rewards and engagement initiatives.
Provides generalized support to routine employee questions about where to find information, how to log onto the company’s HR systems UltiPro, TCP, and OKTA single sign on login assistance.
Coordinates with IT and HRIS Analyst for employee system login issues. Follows up and assists employees with resolution to ensure appropriate system access.
Successfully completes entry in UltiPro/UKG of new hires same-day. Coordinates with management to ensure new hire can be scheduled for work assignments.
Draft correspondence for recurring or special projects as needed. Converts to writable .pdf when needed.
Coordinates with HR and Payroll departments to ensure employees timely receive final paperwork and check for final meetings with employees. Provides payroll with termination paperwork for sendoff with final check if mailing to an employee’s home address.
Upon general supervision of HR management, various gifts to facilitate positive employee relations.
Tracks daily courier pouches between locations. Prepares pouches and packages for courier each day and resolve issues with company courier when they are not delivered as scheduled.
Sorts mail and places proper postage on all outgoing mail daily.
Ensures mail and packages are picked up and dropped off daily to post office, FedEx, and/or other shipping company as necessary.
Partners alongside Accounts Payable department to ensure there is adequate postage available on the postage machine by requesting postage refills as necessary.
Monitors, maintains, and stocks Poway office breakroom and kitchen supplies. Works with Accounts Payable to order Poway breakroom and kitchen supplies as necessary.
Organizes and schedules branch meetings and events as considered necessary.
Supports monthly branch “get-togethers” by acquiring all necessary supplies. Decorates and completes set-up and take-down.
Attends and assists in occasional special branch-wide events such as the Company holiday party as needed.
Must follow all confidentiality rules regarding internal or external customer information.
Communicates with co-workers, management, clients, and others in a courteous and professional manner.
Maintains excellent customer service to establish solid relationships.
Promotes Corovan’s Mission and Vision Statements.
Performs work with quality, efficiency and safety at all times.
Perform company errands as needed, following the Employee’s Personal Vehicle for Company Business Policy when driving for Company purposes.
All other duties as assigned based on business needs.
Conform with and abide by all regulations, policies, work procedures, and instructions.