Mayer Brown LLP Human Resources Coordinator in New York, New York
Mayer Brown LLP is a leading global law firm with offices in key business centers across the Americas, Asia, Europe and the Middle East. We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realize their greatest potential.
If you enjoy working with team members whose defining characteristics are achievement, initiative, professionalism, responsiveness and adaptability, you may be the person we are seeking to join our Human Resources department in New York as a Human Resources Coordinator.
Under direct supervision, perform administrative duties for the Human Resources Department.
General Administration. Serve as the primary person responsible for updating, duplicating, and distributing reference material, logs, reports, and checklists (ex: New York office personnel home address/phone list, NY HR Document Index; headcount report, birthday list, HR Coordinator Job Procedures Guide, new hire orientation material). Maintain an adequate supply of orientation and benefits material. Prepare expense reports. Prepare monthly P-Card reconciliation reports. Administer requests for memorial donations and floral deliveries for personnel experiencing a birth, death or hospital stay.
Employment Life-Cycle Administrative Processes. Responsible for completing all aspects of the support staff and temp staff workflow processes within the HRIS software linked to the employment life cycle, (e.g., hires, transfers, name changes, separations, etc.), as well as internal procedures such as mailings to new hires, sending notices to departments, gathering material, creating the training and orientation schedules, scheduling support staff separation exit meetings, farewell parties including catering and conference room reservations, filing/copying materials, and reporting information to the Firm’s unemployment compensation claims management vendor on staff who have separated. Participate in the new hire orientation program for regular hires (staff and attorneys). Responsible for temporary staff arrival/departure notification emails to office; coordinating and conducting temp staff and attorney on-boarding orientation; maintaining list of on-site temp staff, temp files and paperwork, and emergency contact folder. Primary person responsible for auditing support staff workflows in the HRIS software for various employment transactions and related administrative processes.
Payroll.Administer the bi-weekly processing of overtime, part-time time sheets, lead pay, on-call pay forms. Problem-solve paycheck discrepancies. Sort pay envelopes and distribute partner pay envelopes
Benefits. Maintain up-to-date electronic insurance information and forms (and paper packets to the extent needed) for new hires. Respond to requests to explain benefits and provide forms.
Recruiting. Coordinate support staff applicant testing and delivery. As to support staff, source candidates for Recruiters, as needed, using online job boards, review resumes in iCIMS identifying those meeting qualifications and background appropriate for initial phone screen, schedule phone screen call using Outlook calendars, and as needed, conduct phone screen calls. Properly categorize staff candidates within iCIMS. Participate in career fairs with Recruiters. Receive all unsolicited resumes and process appropriately using iCIMS including notification to the individual. Create recruiting files for each new posting and add/remove job postings from Notice Board.
Employee and Office Records. Primary person responsible for duplicating material; creating and maintaining support staff files including performing all filing, rotating files off-site, and maintaining Master List of Files. Maintain and distribute various regular staff listings. Responsible for preparing support staff attendance records for new hires and for all support staff at the start of each new year, as well as problem-solving attendance record matters. Fulfill requests for verification of employment.
Miscellaneous. Update GlobalNet employee discount site with New York area information. Maintain and stock the HR supply cabinet. Partner and collaborate with the HR team in development and roll-out of the annual Wellness Program initiatives.
Other Job Functions. Propose systems and procedures when appropriate which will enhance the efficient operation and productivity of the Human Resources Department.
Other duties and projects as requested or required. Maintain confidentiality on all sensitive issues.
Specific Technical Skills:
Proven proofing and grammar skills.
Type 40-50 wpm.
Must be computer literate; proficient in Microsoft suite applications.
Knowledge of HRIS software preferred. Keen organizing and time management skills are required.
Ability to work a 37.5 hour schedule with some occasional overtime.
Ability to effectively and diplomatically interact with all levels of personnel.
Respond in a timely way to responsibilities.
Communicate in a clear and effective manner both orally and in writing.
Make the best use of resources and time.
Effectively problem-solve and exercise good judgment, and handle with discretion access to confidential information and materials.
Ability to organize, prioritize and accomplish multiple tasks with strict attention to detail, and adjust to changing priorities.
Normal office environment requiring ability to get around within the office frequently; perform errands outside the office.
Use typical business equipment (e.g., computer, telephone, fax, copier, security system).
Bending and stretching, and lifting up to 20 lbs.
- College degree preferred, preferably in the Human Resources field.
Minimum Years of Experience Required:
- 2 years previous administrative experience required.
We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.
If Mayer Brown sounds like the right place for you, and if you have the qualifications we are seeking, please apply through the career section on www.mayerbrown.com EOE m/f/d/v.
Days: Monday - Friday
Hours: 9:00 a.m. – 5:30 p.m.
Job Type: Non-Exempt
Street: 1221 Avenue of the Americas