Employee Services Coordinator

Pereira O’Dell is a full-service agency with offices in New York and San Francisco and is recognized as one of the most innovative and creative firms in advertising. Our client work has won 3 Emmys, hundreds of advertising awards and has been made into two feature films. The agency has been named to Ad Age A-List multiple times and was named by Fast Company as one the 10 most innovative companies in advertising. Pereira O’Dell’s client roster includes MINI Cooper, Adobe, General Mills, ABInBev, Zelle, Timberland, Fifth Third Bank, Intel, The Cheesecake Factory, Rakuten and The Central Park Conservancy.

The Employee Services Coordinator supports the Employee Services team and employees nationwide. This role will be responsible for supporting several functional areas: onboarding, offboarding, day-to-day benefits administration, internal and compliance reporting, Employee Services systems and employee files management, workers’ compensation claims coordination, general administrative duties, and assisting with various employee programs and projects. Outstanding organizational skills, time management, attention to detail, and following through are key attributes in this role.

This role can be remote, preferably in the West, but must work Pacific hours.

DUTIES & RESPONSIBILITIES

Onboarding/Offboarding

• Serve as the point-of-contact for candidates and new hires throughout the onboarding process
• Work closely with the onboarding team, directing them on process and educate on compliance matters; defer to Employee Services Manager or Director of Employee Services for escalated compliance issues
• Manage the onboarding process and experience for both regular employees and freelancers; draft offer package, collect new hire paperwork and relevant information, conduct I-9 document review, arrange onboarding schedules, and conduct background checks as necessary
• Manage the offboarding process for both regular employees and freelancers; coordinate with payroll for final checks, and ensure exit interview survey and relevant exit paperwork completed

Benefits administration

• Assist with the day-to-day administration of the employee health, welfare, and retirement plans, including overseeing enrollment
• Provide first line support for employees who have benefits questions or issues, escalating to Employee Services Manager or benefits broker when needed, and resolve employee coverage inquires
• Partner with the Employee Services Manager to plan and organize annual open enrollment and wellness fair; schedule open enrollment meetings, update Slack with revised documentation, oversee enrollment completion, compile census information to send to carriers, and secure vendors for wellness fair
• Design benefits materials on Canva
• Partner with COBRA administrator to manage COBRA; monitor enrollment, reconcile COBRA repayment checks, and reports enrollment issues with carriers
• Process benefit and retirement contributions per pay period/monthly; communicate funding and discrepancies with payroll
• Compile and remit ACA reporting on a monthly basis
• On a per pay period/monthly basis, process 401(k) distributions, commuter benefits deductions, HSA contributions, and FSA contributions
• Manage paid family leave invoicing and deductions; reconcile deductions and process invoice quarterly
• Assist with conducting annual compliance reporting and testing

Systems and records management

• Maintain employee data and profiles within all HR systems, ensuring data is accurate
• Maintain “wiki” on Employee Services Slack channels
• Maintain employee digital files

General administrative

• Coordinate workers’ compensation claims paperwork completion with the employee and follow up as necessary
• Coordinate harassment training signs up and completion
• Responsible for completing compliance reporting- EEO-1, OSHA, I-9, San Francisco Health Care Security Ordinance, and other various local, state, and federal requirements
• Compile various reporting for the department and agency: headcount, turnover, monthly townhall meetings, and time off
• Draft employee communication letters: employment verifications, status change letters, and other various documents
• Maintain and regularly audit employee files, I-9s
• Complete employment verifications

• 1-2 years work experience in relevant Human Resources functions
• Experience working in a dynamic, fast-paced advertising agency or small startup preferred
• Exceptional organizational skills
• Excellent verbal & written communication skills
• Proactive and always thinking of new initiatives to improve the employee experience
• Ability to learn new topics quickly and knowing when to seek appropriate help and guidance on new topics
• Comfort in managing competing priorities and using best judgment to ensure focus on the priorities with the highest business impact
• An ability to maintain confidentiality and use utmost discretion when dealing with all people-related matters
• Ability to work flexible hours, given the nationwide nature of the role
• Familiarity with ADP Workforce Now
• Google suite skills, preferably in a Mac OSX based environment
• You keep great records, stay on top of all tasks and deliverables, and have excellent follow-through

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Pereira O'Dell is an Equal Opportunity Employer and participant in the US Federal E-Verify program. At this time, we are not accepting resumes or candidates from third-party vendors.