HR COORDINATOR

The HR Coordinator reports to the General Manager and HCR's HR Director. The HR Coordinator’s primary focus is to aid in providing a world class employment experience. The HR Coordinator is an administrative resource for the Department Heads for restaurant HR and personnel matters. The HR Coordinator is responsible for upholding the integrity of HCR HR systems and to alert managers when there are discrepancies and guide them in making the necessary corrections. This position may be in conjunction with another non-management, non-floor position, such as bookkeeping. 

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. 

Recruitment & Onboarding

• Support managers in recruiting and hiring processes, including creating job postings, reviewing applications and interview notes, conducting initial interviews, and completing reference checks.
• Create and maintain all required employee files including HR and Service files, personnel data spreadsheet, I-9 binder, insurance records, and maintain all other recordkeeping requirements. 
• Prepare and administer onboarding documents and new hire packets and conduct new hire orientation, ensure all necessary documents are accurate, complete, and filed.
• Enter new employees into applicable systems such as Paycom, Aloha, and HotSchedules.

Employee Records & Compliance

• Maintain accurate and complete employee files including personnel folders, I-9 binders, HR spreadsheets, insurance records, and other required documentation.
• Ensure compliance with recordkeeping requirements and support timely and organized documentation across all HR processes.
• Demonstrate working knowledge of applicable state and federal laws including labor, liquor, health, fire, ADA, OSHA, harassment, and discrimination policies.
• Submit background check requests to HR Director for any position that requires one before hire.
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Training & Performance Management

• Monitor employee progress on HCR Online and notify Department Head(s) of any outstanding assignments.
• Oversee the performance review process by distributing review forms, compiling results, and tracking timely completion.
• Assist management team with all employee counseling and disciplinary action, including preparation of documentation, review of employee files to assist managers with determinations, assist with employee consultations and write ups, and ensure follow up--if necessary. 

Employee Relations & Separations

• Coordinate offboarding and termination procedures, including file audits, final pay coordination, required documentation, and exit interviews.
• Monitor employee absences and notify the HR Director of potential protected leaves.
• Notify General Manager and HR Director of potential harassment complaints or policy violations; assist with conducting investigations and conflict resolution. 
• Assist in employee recognition efforts: Craftsperson of the Month/Year, Thank you cards, Anniversary letters, Birthday cards, Pursuit of Pono etc.

Benefits Administration

• Track benefits eligibility and notify staff of eligibility changes, assist with enrollments, cancellations, and changes in coverage, and maintain communication with insurance providers and COBRA administrators.
• Maintain HC-5 Waiver forms for all employees who waive insurance coverage. 
• Reconcile benefit statements against biweekly payroll reports and ensure timely and accurate premium deductions.
• Coordinate 401(k) enrollment sessions and act as liaison between staff and account manager. Review open enrollment changes to employee contributions.
• Support employee understanding of benefits programs by answering questions and directing staff to appropriate resources or account managers.

Leaves Administration

• Prepare documentation and administer leave processes under HR Director guidance.
• Maintain communication with employee taking leave throughout the leave process (notifying of eligibility, requested documentation, intent to return to work).
• Demonstrate working knowledge of applicable state and federal leaves including FMLA, HFLL, ADA, TDI, Pregnancy Leave, Military Leave, Workman’s Comp etc.
• Assess and track potential eligibility for protected leave programs including FMLA, Temporary Disability Insurance (TDI), Workers’ Compensation, Hawaii Family Leave Law (HFLL), and Pregnancy Disability Leave. Provide required notices and guide employees through the applicable leave process.  
• Submit employer TDI portion when an eligible employee wants to open a claim.
• Ensure timely collection of leave-related documentation and initiate interactive process discussions when applicable.

General Office & Team Support

• Work with managers to carry out various human resource programs and procedures for all restaurant employees; guide the implementation of personnel policies and procedures. Strive to achieve HCR HR objectives at all times.
• Assist with aspects of payroll processing including but not limited to:  insurance deductions, PTO/UPTO, TDI deductions, 401(k) contributions, 3PSP manual checks, personnel edits.
• Answer telephones as needed, direct calls, and take messages; assist with guest and employee communication to answer questions, disseminate or explain information, and take reservations.  
• Support HR Director with HR related administrative duties including wage surveys, EEO1 reporting, 1095-C delivery, Unemployment responses and low earnings reports, employment verification, employee tax form changes, and other projects as needed.   
• Participate in weekly manager meetings and attend other meetings and seminars as required. 
• Perform other related duties as assigned by management to support operational needs. 
• Report for work on time and uphold expectations for attendance, uniform, and professional conduct. Regular attendance is an essential function of this job. 
• Maintain confidentiality and protect access to sensitive information, including company data, employee records, and customer details, by following all protocols and preventing unauthorized access or disclosure.
• Demonstrates job competencies by assisting in all components of the company’s bi-annual audit.

Qualifications

POSITION QUALIFICATIONS

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Customer Oriented - Ability to take care of the customers’ needs while following company procedures. 

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Working Under Pressure - Ability to complete assigned tasks under stressful situations. 

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Safety - Ability to work safely by following all safety policies and procedures. 

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Communication - Ability to communicate effectively with coworkers, guests, and management to ensure all needs are met. 

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Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions. 

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Management Skills - Ability to organize and direct oneself and effectively supervise others. 

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Goal Oriented - Ability to focus on a goal and obtain a pre-determined result. 

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Teamwork Abilities - Ability to work together with a team in a positive manner to achieve a common goal. 

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Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas. 

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Response to Direction - Receive and follow directions from supervisors.

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Friendly & Energetic - Ability to exhibit a cheerful demeanor towards others and bring energy to the performance of the task. 

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Neat & Well Groomed 

 

Experience:

1 year of Office admin experience preferred.

     

Computer Skills:

Microsoft Office, Hot Schedules, Gmail. 

 

Certifications &
Licenses:

Bachelor’s degree from accredited university preferred.

 

Other Requirements:

Must pass department audit twice per year.

N (Not Applicable)

Activity is not applicable to this position.

O (Occasionally)

Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Position requires this activity more than 66% of the time (5.5+ hrs/day)

 

 

Stand

F

Walk

F

Sit

C

Manually Manipulate

F

Reach Outward

F

Reach Above Shoulder

F

Climb

F

Squat or Kneel

F

Bend

F

Grasp

F

Speak

C

11-20 lbs

F

21-50 lbs

O

13-25 lbs

F

26-40 lbs

O

• Vision (Near, Distance, Color, Peripheral, Depth)

• Sense of Sound - Hear verbal requests made by guests, coworkers, and managers

• Sense of Smell

• Sense of Taste

• Sense of Touch

• Ability to wear Personal Protective Equipment (PPE) - Non-slip shoes, wear a back belt

if lifting more than 25lbs

Fast paced, high-energy, moderately noisy environment containing multiple personality types. Can become crowded and can become high-pressure.