HSC HR & Office Manager

The HSC HR & Office Manager will assist the Hotel Support Center (HSC) HR Director with HR administration and office management. This role involves planning, organizing, and leading activities to support the Hotel Support Center (HSC), including handling daily administrative tasks. The individual in this position will uphold the highest level of integrity and embody our core values. Additionally, the HSC HR & Office Manager will help the HSC HR Director manage HR functions for corporate associates along with corporate engagement programs.

Human Resources

• Ensures that ESAs shared values are followed and positions ESA as a great place to work for the purposes of recruitment and retention of field associates.
• Ensures compliance with all State and Federal regulations as well as Company policies.

• Oversees day-to-day HR administrative tasks for the corporate office, including onboarding, personnel changes, and related activities.
• Assists in the facilitation of the "New Hire Best Day Ever" program at the HSC, including conducting new hire tours, scheduling off-site hotel tours, and organizing check-in meetings for the HSC HR Director.
• Manages updates to job descriptions and process job changes.
• Maintains HR personnel files in compliance with record retention regulations.
• Conducts and documents exit interviews, analyze separation trends, and provide recommendations to department managers based on findings.
• Oversees company-wide engagement initiatives and programs, including vendor management, reporting and trend analysis, issue resolution, and strategic efforts to elevate program visibility and employee participation.
• Conducts investigations related to allegations, complaints, EEOC issues, litigation or CAP line calls as directed by their HR Director.

• Effectively communicates and provides advice and guidance on the interpretation of personnel policies as they relate to employee relations and the company objectives.

• Generates reports using ADP, manipulating data in Excel to produce final outputs as required.

• Assists HR Director in the administration of annual performance management, compensation, and succession planning activities as well as other routine HR initiatives or annual processes.

• Research recommends and implements process and system improvements to enhance HR efficiency and employee experience.
• Leads and participates in HSC engagement planning activities.
• Assists the HSC HR Director with other HR-related tasks as needed.

Office/Facilities Management

• Manages the office services budget effectively.
• Supervises the office clerk and oversees daily office operations.
• Develops programs to enhance visitors and associate experiences within the HSC.
• Handles vendor management, including negotiating contracts and resolving billing discrepancies and invoicing issues.
• Evaluate office workflows, update procedures, and implement new forms or processes to improve efficiency.
• Administers the ROBIN platform (office seating app), ensuring accuracy through user updates, removals, and periodic audits.
• Reviews and approve office expenses, aligning costs with the budget and identifying opportunities for savings.
• Identifies and implements new processes and procedures to enhance office efficiency.
• Acts as a backup for the office clerk, assisting with tasks such as mail handling, office cleanliness, stock maintenance, special event support, and invoice auditing.
• Assists with other HR tasks assigned by HSC HR Director.

• Serves as backup for office clerk as needed
• All other duties as assigned

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• The position also requires that the employee regularly stand; walk; use hands to finger, handle, or feel objects, tools, or controls; talk or hear; and taste or smell. The employee frequently is required to reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl.
• The position also requires the employee to be able to communicate via a computer.
• The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

ORGANIZATION AND TIME MANAGEMENT SKILLS:

• Ability to organize multiple projects; manage and prioritize multiple tasks and meet deadlines.
• Ability to manage multiple vendors; ensuring positive vendor relationships
• Strong attention to detail

• Advanced knowledge of computers and software including the ability to use e-mail, word processing, spreadsheet software, and property management system. Advanced proficiency experience with Microsoft Excel. Familiarity with Microsoft Office Suite including creating executive level presentations in PowerPoint. Strong working knowledge of all office equipment, including phones, fax, copy machine, scanner, binding machine, postage scale and meter, and FedEx computer.

LANGUAGE SKILLS:

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in oneonone and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

OTHER:

• Ability to work with limited supervision; seeks information and guidance as needed.
• Ability to appropriately and discretely work with and protect highly sensitive and confidential information. Ability to perform moderately complex research work

While performing the duties of this job, the employee is located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable. Less than 10% of travel required. The noise level in the work environment is usually moderate.

Position is a hybrid role and is expected to work on site a minimum of 3 days per week with the ability to work up to 5 days as needed.

• Bachelor's degree in HR, Business or related field from an accredited 2-year university
• Minimum of 3-5 years progressive HR experience with 1+ year in a supervisory or leadership role
• Self-motivated, ability to work independently with minimal oversight and strong bias for action and sense of urgency.
• Experience handling office services/business operations
• Experience in HRIS systems (ADP Vantage preferred)
• Demonstrated project management skills, including the ability to work independently on projects of high complexity with minimal supervision
• High proficiency in Microsoft Office suite (Word, PPT, Excel and Outlook) with the ability to perform intermediate to advanced functions in excel (formulas, pivots, V-Lookup, etc)
• Ability to manage multiple projects at once with various deadlines with high attention to detail
• Attention to detail
• High level of discretion and professionalism
• Excellent communication and interpersonal skills including presentation skills to produce reports, assign tasks, accept instructions and handle vendor contracts among other tasks
• Ability to work at the office a minimum of 3 days per week with the ability to work up to 5 days per week as needed.
• Hospitality industry experience a plus
• Additional certifications in related fields a plus
• Office/facilities management experience a plus

ESA Management, LLC is an Equal Opportunity Employer. It is the policy of ESA Management, LLC to treat applicants and associates in all aspects of the employment relationship without regard to race, color, religion, creed, sex, pregnancy, age (as defined under applicable law), national origin or ancestry, disability status, veteran status, genetic information or any other characteristic protected by federal, state or local laws.