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Human Resources Facilities Coordinator

Eureka, MO, USA ● Gray Summit, MO, USA ● Pacific, MO 63069, USA Req #3289
Friday, August 5, 2022
Wallis Companies was founded in rural Cuba, MO in 1968, today we employ 1,200 individuals in three states, across multiple business divisions (Wholesale, Retail Operations, Lubricants, Transport, Great River Wash, and Support Divisions).  We're a proud Woman Owned Business, committed to doing good in our communities. 

We're an award-winning Midwestern distributor for Exxon-Mobil, Phillips 66, BP and other amazing brands, committed to operational excellence and exceptional service.   #WeAreWallis 

SUMMARY

The Human Resources Facilities Coordinator is primarily responsible for exemplifying a friendly, professional experience for every customer that contacts or utilizes the Pacific Education Facility including, but not limited to, ensuring presentability of the Pacific Education Facility, providing meeting support such as successful set-up and use of technology, entering information into the company HRIS, maintaining supplies and administrative and clerical duties as directed by the Human Resources Manager.

 

RESPONSIBILITIES BY COMPETENCY: (* denotes an essential function of the position)

 

Business Results Orientation

  • *Ensure accurate data is entered into HRIS to ensure prompt, accurate reporting and responses to inquiries.
  • *Administer the company’s pre-employment and new hire screening mechanisms and to ensure accurate reporting and communication to our customers.
  • *Process new hire paperwork and all other employee changes, transfers, and promotions accurately and timely
  • *Administer programs in assigned areas of responsibility, including but not limited to SSN verification, criminal background, drug testing mechanisms, and ID compliance accurately and timely
  • *Administer benefit record keeping, new enrollments, edits, drops, and billing to ensure prompt and accurate payment and coverage
  • *Establishes and maintains appropriate levels of supplies and educational materials at the Pacific Education Facility.
  • *Keep the facility in working order and immediately address any issues that would impact the customer experience
  • Ensure cleanliness and organization of the Education Facility.
  • Code invoices in a timely manner for purchases within area of responsibility and forward to accounting for payment processing
  • *Establishes and maintains appropriate levels of supplies and educational materials at the Pacific Education facility.
  • *Manage copiers and scanners, including ordering toner as needed
  • Gather and send printer reads to appropriate vendor ensure replacement cartridges are available
  • *Maintain regular attendance and follow designated safety practices.
  • Complete lunch order forms when needed.
  • Perform other duties not listed as required.

 

Communication

  • *Collect information from customers and continuously improve customer service levels
  • *Follow up as needed on customer requests made
  •  *Keep supervisor informed of current tasks and any problems or discrepancies
  • *Distribute incoming deliveries, including opening and reviewing mail addressed to the company and sorting appropriately
  • *Display good telephone skills to communicate in a professional and effective manner
  • Prepare outgoing mail and packages for pick-up Maintain meeting room reservations via Facility IPads on
  • a daily basis and resolve scheduling conflicts as they arise
  • Compose and construct professional business letters as needed

 

Customer Service Orientation

  • *Answer incoming calls, determine the purpose of the calls and forward to appropriate personnel
  • *For everyone’s safety, ensuring all visitors sign in and out while visiting the facility
  • Ensure company signs are laminated
  • *Welcome on-site visitors and announce visitors to appropriate personnel
  • *Respond timely to requests for forms and other information in areas of responsibility
  • *Open, sort, and distribute company reports in a timely manner
  • Assist People Services departments as needed with administrative projects

 

Developing Talent

  • *Work as a team member to help improve individual, departmental and organizational performance
  • Challenge oneself to further develop skills that relate to the position
  • Provide experience, skills and expertise as needed to others
  • Attend training to further professional development according to company guidelines
  • Attend company training classes to further knowledge of the company’s goals
  • *Complete safety training as required

 

Technical Expertise

  • *Answer questions about the Company and provide callers with address, directions and other necessary information
  • Develop and maintain knowledge of office equipment under area of responsibility
  • Develop and maintain knowledge of purchasing and office administration procedures
  • *Develop and maintain knowledge and proficiency in software necessary to complete assigned projects
  • *Adhere to all Wallis Companies safety policies and report all safety incidents to supervisor immediately

 

SUPERVISORY RESPONSIBILITIES

This position has no direct reports.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (* denotes an essential qualification of the position)

 

Education:                        *Required: Equivalent to high school diploma
Preferred: 
Specialized training in administration/office procedures

                                               

Experience:                       1-3 years’ prior experience in an administrative role

 

Language Skills:               *Ability to read, write, speak, and understand English in a manner that is sufficient for effective communication with groups of managers, clients, customers and the general public.

 

(may be representative but not all-inclusive of those commonly associated with the position)

 
Skills and Abilities:            
  •  Basic and highly repetitive duties, requiring use of definite procedures and little individual judgment, where work involves limited choice as to the method or performance. 
  • *Ability to communicate in a professional and effective manner via telephone *Ability to follow procedures closely and pay attention to detail. 
  • *Ability to maintain friendly, helpful demeanor with customers. 
  • *Organizational skills.

Technology, Tools, And Equipment:    

  • *Microsoft Office 
  • *Proficient with Apple products and smart phones, *multi-line phone system, copier/printer/fax, *Postage machine, *Laminator, and other office related equipment as necessary.

 

Certificates, Licenses and/or Registrations:            None required

 

 

 

 

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

Amount of Time

None

Under 1/3

1/3 To 2/3

Over 2/3

See: 

Must be able to read computer screen and reports.

 

 

 

X

Lifting

 

 

 

 

Stand/Walk:

Occasional visits to other locations in the building.

 

 

X

 

Up to 10 pounds:

 

 

 

X

Sit:

Must be able to perform work at desk, computer, filing, etc.

 

 

 

X

Up to 25 pounds

 

 

X

 

Touch/Grasp/Feel:

Must be able to input electronic data, manipulate paper,  use phone system

 

 

 

X

Up to 50 pounds

X

 

 

 

Climb or balance:

 

X

 

 

Up to 100 pounds

X

 

 

 

Stoop, kneel or crawl:

 

X

 

 

Over 100 pounds

X

 

 

 

Talk or hear:

Must be able to communicate in person and on telephone system

 

 

 

X

 

Working conditions:

 Office atmosphere

 

 

 

X

 

 

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.  Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees.  Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  This job description does not establish a contract for employment.



INDHRFC

Wallis Companies is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.

Other details

  • Pay Type Hourly
Location on Google Maps
  • Eureka, MO, USA
  • Gray Summit, MO, USA
  • Pacific, MO 63069, USA