Job Openings

Administrative Assistant (HR)

Job ID: BH399182

Category: HR Administrator, Executive Assistant, Administrative Assistant

Specialty: Administrative

A real estate management company seeks an Executive Assistant for a temporary assignment that is likely to convert to a permanent employee.

Must Haves:

  • Experience supporting executives
  • Fluent in English and Spanish

Preferred:

  • Experience working with database cloud-based systems is a plus

Job Summary/Description:

The Administrative Assistant (Human Resources) will be committed to providing all support required to make the Human Resources team they support as productive as possible. 

General Administrative Support

Provide all required administrative support including, but not limited to:

  • Track all information sent from or to the department being supported
  • Maintain annual HR calendar of all meetings and events associated with company
  • Effectively manage VP, Head of HR’s calendar, travel and expense reporting
  • Preparation of information necessary for meetings; take staff meeting minutes and follow-up on action items
  • Online maintenance of all files associated with the department being supported; audit monthly to ensure compliance
  • Manage inquiries from external investors/vendors
  • Send, receive and distribute mail and packages for the department
  • Schedule and manage interviews for corporate positions
  • Order supplies
  • Produce copies and electronic scans as required
  • Prepare various documents/presentations by time provided in a sensitive environment
  • Unemployment claim processing
  • Coordinate and manage the New Hire Orientation program
  • Payroll liaison to payroll vendor (PayTech); monitor email, process and print checks, answer questions and coordinate information/forms for proper approvals through DocuSign
  • Assist HR Generalist biweekly with payroll processing for benefits

Reporting and Audits

  • Manage and complete quarterly ESG Metric report
  • Conduct monthly Audits for HR; personnel file, I-9, and any other documents for compliance
  • Review and maintain policies, procedures, forms and job charters to ensure accurate and current; coordinate with team for updates and corrections

Employee Terminations

  • Coordinates with HRIS analyst to remove all appropriate HR software
  • Prepare all layoff/severance paperwork and answer questions about final pay, partner with payroll vendor (PayTech) for a complete and smooth process
  • Prepare disposition letters for property sales and serve as HR liaison during property sale process including attending the pre-close meetings for dispositions
  • Communicate/educate managers on the termination process and timeframe requirements to meet ICFR narrative controls

Purchase Order and Invoice Support

  • Weekly completion of HR department invoices using Avidxchange system
  • Track approvals in system to ensure prompt and appropriate processing of invoices
  • Manage mailing of check and invoice process to ensure all bills for HR department are paid on-time

Recognition, Wellness and Philanthropic Programs

  • Manage and coordinate service recognition program for Berkshire; train managers on program and expectations
  • Keep online system current for appropriate communications through reporting
  • Manage and coordinate birthday celebrations in the Boston office and update monthly
  • Manage and coordinate the quarterly social hours for the Boston office
  • Coordinate and supervise all corporate philanthropic events and track metrics for success
  • Coordinate with HRIS Analyst and Corporate Communications Manager to promote all events and recognition

Other responsibilities as needed – These vary from week to week but may include:

  • Answer questions and inquiries from employees, candidates, and inactive employees
  • Additional duties/projects assigned by the manager or team

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: Boston, Massachusetts