Position Summary

Employee Onboarding

• Coordinate and process employee onboarding through the client's online HR and payroll systems.
• Enter and maintain new-hire information accurately and timely.
• Ensure required onboarding forms, acknowledgments, and documentation are completed.
• Follow up with managers and employees regarding missing or incomplete onboarding information.
• Maintain organized electronic employee records and onboarding documentation.
• Assist with tracking new hires across the different Venues companies and locations.

Employee Terminations & Offboarding

• Process employee terminations and offboarding transactions within applicable HR and payroll systems.
• Verify termination information, including effective dates, reason for separation, and required documentation.
• Coordinate with management and payroll to ensure termination information is processed accurately and timely.
• Maintain appropriate termination and offboarding records.
• Assist with tracking final payroll-related items and other outstanding employee matters.

Employee Relations & Documentation

• Assist management with the preparation and processing of employee write-ups, warnings, and other disciplinary documentation.
• Maintain accurate records of employee corrective actions and related documentation.
• Ensure documentation follows established company procedures and templates.
• Support HR with employee documentation, acknowledgments, and administrative follow-up.
• Maintain confidentiality when handling employee relations matters.

Payroll Support & Reconciliation

• Assist with payroll preparation and reconciliation across the Venues companies.
• Review payroll information for discrepancies involving hours, PTO, deductions, employee changes, new hires, and terminations.
• Compare payroll reports against HR records and supporting documentation.
• Identify discrepancies and communicate them to the appropriate HR, payroll, or management contact before payroll deadlines.
• Maintain payroll reconciliation reports and supporting records.
• Assist with tracking payroll corrections and outstanding items.

HR & Payroll Calendar Management

• Create, maintain, and regularly update a centralized HR and Payroll Calendar for Venues.
• Schedule and track payroll processing deadlines, pay dates, timesheet deadlines, employee onboarding deadlines, benefits-related deadlines, PTO and policy-related dates, performance review cycles, required employee notices and acknowledgments, HR reporting deadlines, and other recurring HR/payroll activities.
• Proactively communicate upcoming deadlines to the appropriate managers and stakeholders.
• Follow up on outstanding items to help ensure deadlines are met.

HR Policies, Employee Manuals & Special Projects

• Support HR and management with special projects across the Venues organization.
• Assist with reviewing, organizing, updating, and implementing PTO policies, employee handbooks/manuals, and internal HR procedures.
• Help standardize HR documents, forms, templates, and processes across different companies or locations.
• Conduct administrative research and compile information needed for HR projects.
• Assist with preparing spreadsheets, reports, presentations, and documentation related to HR initiatives.
• Track project action items, deadlines, and completion status.
• Assist with additional HR, payroll, and administrative projects as assigned.

Records & Administrative Support

• Maintain accurate and organized digital HR and payroll files.
• Update employee information in applicable systems as changes occur.
• Prepare reports, spreadsheets, trackers, and other administrative documents.
• Assist with email communications and follow-ups with employees, managers, and internal stakeholders.
• Maintain strict confidentiality regarding employee, payroll, compensation, and company information.
• Provide general administrative support to the client as needed.

Qualifications

• Previous experience in an Administrative Assistant, HR Assistant, Payroll Assistant, HR Coordinator, or similar role preferred.
• Experience supporting U.S.-based companies or HR/payroll operations is highly desirable.
• Strong written and verbal communication skills in English.
• Strong organizational and time-management skills.
• High attention to detail and accuracy, particularly when working with payroll and employee information.
• Comfortable working with multiple companies, locations, managers, and competing priorities.
• Ability to work independently while maintaining consistent communication with remote management.
• Ability to handle confidential and sensitive employee information professionally.
• Strong follow-up skills and ability to work with recurring deadlines.

Technical Skills

• Proficiency with Microsoft Excel, Word, Outlook, and Microsoft Office applications.
• Comfortable working with online HRIS, payroll, onboarding, and employee-management platforms.
• Ability to create and maintain Excel trackers and reconciliation reports.
• Experience working with shared calendars and scheduling tools.
• Ability to learn new HR and payroll systems quickly.

Key Competencies

• Organization & Prioritization – Ability to manage multiple responsibilities, companies, and deadlines simultaneously.
• Attention to Detail – Ensures employee and payroll information is entered and reviewed accurately.
• Confidentiality – Handles sensitive HR and payroll information with discretion.
• Accountability – Takes ownership of assigned responsibilities and follows tasks through completion.
• Communication – Communicates clearly and professionally with managers, employees, and internal teams.
• Problem Solving – Identifies discrepancies and proactively works with the appropriate parties to resolve them.
• Adaptability – Comfortable supporting changing priorities and special projects.
• Initiative – Anticipates upcoming deadlines and follows up without requiring constant direction.

Success in This Role

Confidentiality