Executive Assistant HR Coordinator

The Executive Assistant/HR Service Coordinator will be responsible for multiple entities. The main office/location will be at 3445 Airway Drive or wherever the President of the Company chooses to be located. This position will require an individual to come into the office with a positive attitude to foster a “can-do” and “get the job done” attitude. This position will also require great coordination and seeing projects completed at the request of executive management.

Responsibilities:

Administrative Support:

• Manage and organize office files, documents, and records.
• Coordinate and schedule meetings and events
• Assist with general clerical tasks such as photocopying, faxing, and data entry
• Respond to email correspondence in a timely manner

Facilities Management:

• Oversee the maintenance, and organization of office facilities and equipment
• Assist and give records to the management
• Coordinate repairs, maintenance, and renovations
• Manage office supplies, equipment, and employee breakroom (ensure all office/break are fully stocked with stationery and snacks)

Communications and Correspondence

• Handle incoming and outgoing communications
• Draft and proofread office documents, reports, and correspondence
• Act as a liaison between management and employees
• Develop and update office policies and procedures
• Ensure compliance with company policies and regulations
• Educating employees on office policies and procedures

Project Management:

• Coordinate and manage special projects and initiatives as assigned.
• Plans and coordinates company events, meetings, and conferences in-house or off-site
• Arrange travel logistics such as catering, venue booking, flight, hotel booking, and car rentals.

Recruitment & Talent Acquisition

• Proactively search for and attract qualified candidates to fulfill open requisitions across multiple business locations.
• Partner with divisional and store managers to understand workforce needs and develop job descriptions.
• Manage job postings across various platforms, screen applications, and coordinate interviews.
• Conduct initial phone screens and assist in the interview and selection process.
• Maintain and track candidate pipelines for high-turnover roles in both warehouse and retail operations

Onboarding & Employee Integration

• Develop and execute a structured onboarding process to ensure smooth integration of new hires.
• Prepare onboarding documents, coordinate background checks, and ensure compliance with state and federal employment regulations.
• Conduct new hire orientation sessions and introduce employees to company policies, procedures, and culture.
• Work closely with department heads to establish role-specific training plans for new employees.

HR Operations & Employee Relations

• Serve as a point of contact for HR-related inquiries across multiple business entities.
• Maintain employee records, HR databases, and compliance documentation.
• Assist in the administration of payroll, benefits, and performance management programs.
• Address employee concerns and support conflict resolution efforts in collaboration with management.
• Ensure adherence to labor laws, workplace safety standards, and tobacco industry-specific regulations.

HR Compliance & Policy Implementation

• Ensure all HR policies are in line with federal, state, and local employment laws.
• Monitor and update workplace policies and employee handbooks as needed.
• Support OSHA compliance, workplace safety initiatives, and industry-specific labor guidelines.
• Conduct periodic HR audits to ensure best practices are followed across locations.