Operations Coordinator

Job Function Summary:

Performing the administrative and operational services at BVOH, the premier executive recruiting and consulting firm in the San Francisco Bay Area. This position will be instrumental in maintaining an excellent experience for our internal employees and external consultants. This position will be required to work as close to 8am - 5pm Pacific Time as possible (with at least 5 hours of overlap.)

Scope:
The Operations Coordinator is the main point of contact and coordinator for cyclical and ad hoc administrative processes, confidential and sensitive issues, and operational support for our internal staff and consultants

The Operations Coordinator must be an excellent problem-solver, and a self-starter with high attention to detail with a passion for helping people. They must be a flexible member of the team who demonstrates and promotes the BVOH Core Values of Team One, Passion, High Road, and Hustle in all aspects of their work and conduct.

Key Responsibilities

Operations & HR
• Assist Operations Manager with onboarding new, external employee hires
• Send out background checks to new hires and follow up with screening company on delays to ensure timely completion
• Review new hire documents upon; check for missing signatures, fields, and supporting documents
• Enter new hire data into web-based portal for Operations Manager to review and submit (5 - 15 per week)
• Update external employees start dates, end dates, and extensions in BVOH ATS systems
• Track external employee end dates and coordinate with recruiting team to ensure end dates are accurate
• Ensure timely offboarding processes are carried out
• Carry out cycilical processes and audits: Reference check audits

Accounting/Payroll
• Assist outsourced payroll team by collecting and validating employee timecards to ensure accuracy (we currently have 85 people reporting hourly time weekly)
• Act as the first point of contact to answer employees questions and concerns regarding payroll and timecard entry
• Act as the point of contact in investigating, reviewing, and resolving timecard discrepancies
• Email external employees on their last week and remind them to submit time for final paychecks
• Remind and process BVOH internal employees monthly expense reports
• Enter and accurately code company invoices to ensure appropriate categorization
• Enter billing details accurately and on-time for invoice processing (5 – 20 per week)

Administration
• Track team birthdays, and work anniversaries and circulate e-cards to the team
• Assist team with various administrative requests as needed with outstanding customer service
• Direct client, candidate, and staff requests to the appropriate party/department

Requirements:
• 2-3 years of experience working as an Operations and/or HR assistant or coordinator in a corporate environment (preferably US based company)
• Experience processing US-based payroll in multiple states
• Strong email etiquette skills
• Strong written and verbal English communication skills
• Excellent knowledge of MS Office including Outlook, Excel, and Word
• Comfort and interest in working with various online technology systems

Skills
• Outstanding communication and interpersonal skills
• Proven track record of strong customer service
• Accurate and fast alphanumeric data entry
• Acute attention to detail
• Ability to multitask and prioritize tasks
• Excellent time management skills

To apply for this position, please complete this short online assessment:

----------

(copy and paste in browser if link does not work) AND send your resume with a cover letter detailing your relevant experience (including any experience with US based payroll) to:
----------

Only applicants who complete the predictive index AND send the requested documents to the email address above will be considered. Thank you!