Hr & Executive Coordinator Jobs

Location: Tampa, Florida (33634)

Location Type: Onsite

Reports to: HR Director

About Cultured Consulting

Cultured Consulting is a talent consultancy that works with progressive organizations across a number of industries to address HR, strategic and operational opportunities. One area of service is the discovery and professional placement of impactful roles within organizations, like this one.

Overview:

Seeking an energetic, passionate, curious and experienced HR & Executive Coordinator to join a fast-growing Tampa-based engineering firm with offices across the Southeast. This role will provide support and coordination for human resources, operations, project management, finance and engineering team activities. This role is trusted to work with minimal supervision, self-prioritize, communicate frequently, display a positive demeanor in all interactions and show discretion in all activities. This role requires a high level of integrity and professionalism.

Responsibilities:

Executive Support

• Coordinate development and distribution of agendas and materials for meetings/presentations
• Serve as liaison for external contacts, including clients, recruitment partners, candidates, HR partners and consultants
• Manage calendars, schedules, and travel for multiple personnel, including executives, candidates, and new hires
• Support individual functions as follows:
• Other duties as assigned, which may include assisting with employee communications, editing documents, template creation, digital survey creation, file management and organizing assets
• Help with onsite and offsite events: invitation management, attendee management, coordinating catering and pickup/delivery, setup and takedown, vendor interaction, event content and collateral, budget management and other tasks, as needed
• Provide executive-level support for CEO, VP of Operations and HR Director
• Schedule and provide hands-on support for onsite and offsite meetings, trainings, conferences, and employee and candidate events
• Positively represent the company brand as the first point of contact for onsite visitors and inbound callers; includes typical front-office duties, including answering phones, routing calls and receiving visitors

Human Resources

• Help implement and manage Applicant Tracking System to streamline recruitment, hiring and onboarding processes
• Administrate employee onboarding, including coordinating training schedules, I-9 form verification, background checks, technology requests, etc.
• Partner in recruitment activities, including job posting, applicant management, scheduling interviews, making travel arrangements, writing candidate summaries, and liaising with external agencies and consultants

Construction Administration

• Track high volume of project tasks via spreadsheet and/or online scheduling tool; assign tasks to internal and external teams as necessary
• Support project management and engineering activity: coordinating project deadlines, providing status updates, preparing reports and updating specification documents
• Manage and protect confidential project data

Finance Administration

• Support accounts payable and accounts receivable efforts
• Help create and distribute vendor and client invoices
• Work within assigned financial system to update data and run reports as requested

Requirements:

• 5+ years’ experience in an executive assistant capacity, preferably for C-Suite members in a fast-paced office environment
• Tech-savvy: familiar with variety of finance, HR and operations software, including QuickBooks, ATS, HRIS and CRM
• Expert-level use of Microsoft Office, especially Excel, Word and PowerPoint
• 3+ years’ experience as an HR generalist or in HR administration
• Experience with engineering industry a plus
• Demonstrated ability to meet deadlines and prioritize appropriately
• Ability to work onsite in Tampa office during regular business hours Monday–Friday
• Experience in staffing or finance a plus
• High school diploma; associate’s or bachelor’s degree preferred

Qualities:

• Thrives in a fast-paced team environment and is readily adaptable to change
• High integrity and accountability
• Strong listening and information-gathering skills
• Ability to express ideas clearly, both verbally and in writing, to all employee levels
• Shares the belief that people are our most important asset
• Fits culture of openness, direct communication and honesty
• Excellent at managing conflicting priorities
• Strives to make a positive difference in every aspect of the employee experience
• Exceptional people and team collaboration skills
• We love training and growing from within! Must possess an openness to learn new skills
• Represents our company with a positive, helpful attitude

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