Office Coordinator – Accounting & HR Position na Vanguard Resources Inc.

Description

Office Coordinator – Accounting & HR Position

Vanguard Resources, Inc., (VRI) - Brownsville, Texas

PLEASE CAREFULLY READ ALL DETAILS BELOW, BEFORE APPLYING.

Vanguard Resources, Inc., (VRI), an Industry-Leading, Facilities Management Company, in business nearly 30 years, (STILL, family owned & operated), is actively recruiting for a professional, self-motivated, full-time/exempt, *Office Coordinator. The office coordinator role is an “Ambassador” for VRI, while supporting our maintenance department/team, within a hospital-setting at our client’s site in the Brownsville, Texas area.

Client/job site: Valley Baptist Medical Center, 1040 West Jefferson St., Brownsville, TX 78520

The Office Coordinator– (Accounting & HR role) is a salaried-exempt position; compensation is depending on skills/relevant experience.  The ideal applicant is able to focus independently on assigned tasks to meet established deadlines but be able to manage through many regular interruptions. This is a fast-paced setting. This role handles various different types of tasks. Many duties of this role are accounting-related, however, other Human Resources & Administrative support responsibilities are required. IMPORTANT: Timecard management and payroll-related experience is a highly PREFERRED.

VRI Employee Benefits (full time – eligibility per policy)

• Robust Paid Time Off (PTO) program
  • If PTO goes unused – PTO ‘cash-out’ options available after 1 year of service! (per policy)
• 401k retirement program, with Employer Matching
• Medical, Dental, Vision insurance
  • If enrolled:
    • Virtual Doctor via secure App!
• Long & Short-Term Disability programs available
• Availability for employee paid  benefits, via payroll deduction
• Basic Life Insurance (paid); option for additional Life Insurance on self &       dependents
• Certifications and other Training & Development programs
• Education/Tuition Reimbursement

General Job Overview:

The Office Coordinator (Accounting & HR position) supports the maintenance department within a hospital-environment, with daily responsibilities for site Accounting functions, HR coordination, recruiting/onboarding, routine payroll processing, employee benefits point-person, reporting, and providing administrative support to department and site leadership. Time management, attention to detail, accuracy, consistency and follow-up in all aspects of this role is critical for success.

Immediate training & strong support is provided from the Corporate Office Team! 

Facilitates Departments Accounting, Administrative & HR processes; acts as liaison with Corporate office - essential duties as follows, but not limited to the following:

Accounting responsibilities (55%)

• Complex billing/invoicing/PO processing that must be accurate and up to date at all times
  • Data-entry, tracking, & follow-up of high volume of invoicing on all daily facility/department expenditures; accounts payables and purchase order processing
  • Financial/Contract interpretation
  • Equipment  & parts ordering
  • Expense reconciliation/coding
  • Timely processing of any dept payments & adjustments
  • Periodic accounting system reporting, as needed
  • Ordering of facility merchandise

Human Resources responsibilities (25%):  Must be able to prioritize work to meet Payroll processing deadlines.

• Facilitating Payroll/Employee updates & payroll processes for department(s)
  • Correcting timecard/punch errors
  • Pulling Payroll Reports
  • Document miscellaneous employee payroll-related transactions & update system accordingly
• Assisting with employee benefit plans
  • Will learn benefit plan(s) so one may attempt to resolve benefits-related problems onsite; assist employee with benefit enrollment process
• Recruiting/Hiring activities
  • Serves as VRI's department onsite HR representative.
  • Responsible for department’s recruiting activities- will process job postings, review resumes, work with site leadership to identify qualified candidates & facilitate established interview & hiring process
  • Hiring events and other Candidate outreach activities
  • Timely processing of new employee on-boarding process
• HR day to day activities:
  • Will learn, interpret, retain & communicate VRI HR policies to other site staff
  • Assisting with the performance management process for the department
  • Assists with employee relations/investigations/counseling/disciplinary action/termination processes for dept
  • Safety champion for department; reports injuries to corporate office in timely manner; assists in back-to-work process; is liaison with Corporate & injured employee
  • The Office Coordinator will perform Accounting & HR related tasks as assigned/required by VRI corporate office. The Coordinator is an extension of these departments and will be the liaison between team and corporate office on all relevant matters.

  Operations/Administrative/Client-Relations responsibilities (20%):

• Assist with  work/job order processes & work order system reporting, if needed
• Creates periodic monthly reports for site leadership & client as needed
• Must be able to collect data from multiple sources, and compile/consolidate as needed
• Right-hand person to the Facilities Director
• Ensures that all contract & compliance files are maintained properly
• Coordination of events and meetings, and orders supplies, parts, etc.
• All other duties and projects as assigned by management.

EOE: Vanguard Resources is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.

Requirements

* Previous experience in a manufacturing, maintenance, mechanical, or electrical environment is a plus; HELPFUL to have experience in HR/Payroll system, and experience working in an Accounting system!

• High School diploma or GED equivalent required
• Bilingual (Spanish & English) helpful but not required
• IMPORTANT: must  successfully pass a comprehensive criminal background check & drug screening, and required health screenings (mandated by hospital)
• Administrative skills testing required; ability to type minimum 40 w/p/m required
• Minimum 2-5 years’ experience with in accounting systems and hr systems preferred
• Proficiency in MS Office Suite required
• Previous payroll and recruiting experience is helpful

TO BE SUCCESSFUL IN THIS ROLE, THE FOLLOWING ATRIBUTES ARE CRITICAL

• Excellent written/verbal communication skills
• Strong organizational skills
• Confident yet helpful, pleasant disposition is a MUST
• Ability to closely follow procedures, documented processes & operating procedures are necessary
• Attention to detail, constant follow-up, ability to meet deadlines is a MUST for this role
• Ability to work efficiently in a fast-paced environment is critical; a self-starter is successful in this role
• Excellent time management skills & ability to multi-task and prioritize work with ability to juggle routine interruptions