Executive Assistant/HR Service Coordinator

Job Description

Job Description

The Executive Assistant/HR Service Coordinator will be responsible for multiple entities. The main office/location will be at 3445 Airway Drive or wherever the President of the Company chooses to be located. This position will require an individual to come into the office with a positive attitude to foster a “can-do” and “get the job done” attitude. This position will also require great coordination and seeing projects completed at the request of executive management.  

Responsibilities: 

Administrative Support:  

• Manage and organize office files, documents, and records. 
• Coordinate and schedule meetings and events 
• Assist with general clerical tasks such as photocopying, faxing, and data entry 
• Respond to email correspondence in a timely manner 

Facilities Management:  

• Oversee the maintenance, and organization of office facilities and equipment 
• Assist and give records to the management 
• Coordinate repairs, maintenance, and renovations 
• Manage office supplies, equipment, and employee breakroom (ensure all office/break are fully stocked with stationery and snacks) 

Communications and Correspondence 

• Handle incoming and outgoing communications 
• Draft and proofread office documents, reports, and correspondence 
• Act as a liaison between management and employees 
• Develop and update office policies and procedures 
• Ensure compliance with company policies and regulations 
• Educating employees on office policies and procedures 

Project Management:  

• Coordinate and manage special projects and initiatives as assigned. 
• Plans and coordinates company events, meetings, and conferences in-house or off-site 
• Arrange travel logistics such as catering, venue booking, flight, hotel booking, and car rentals. 

Recruitment & Talent Acquisition 

• Proactively search for and attract qualified candidates to fulfill open requisitions across multiple business locations. 
• Partner with divisional and store managers to understand workforce needs and develop job descriptions. 
• Manage job postings across various platforms, screen applications, and coordinate interviews. 
• Conduct initial phone screens and assist in the interview and selection process. 
• Maintain and track candidate pipelines for high-turnover roles in both warehouse and retail operations 

Onboarding & Employee Integration 

• Develop and execute a structured onboarding process to ensure smooth integration of new hires. 
• Prepare onboarding documents, coordinate background checks, and ensure compliance with state and federal employment regulations. 
• Conduct new hire orientation sessions and introduce employees to company policies, procedures, and culture. 
• Work closely with department heads to establish role-specific training plans for new employees. 

HR Operations & Employee Relations 

• Serve as a point of contact for HR-related inquiries across multiple business entities. 
• Maintain employee records, HR databases, and compliance documentation. 
• Assist in the administration of payroll, benefits, and performance management programs. 
• Address employee concerns and support conflict resolution efforts in collaboration with management. 
• Ensure adherence to labor laws, workplace safety standards, and tobacco industry-specific regulations. 

HR Compliance & Policy Implementation 

• Ensure all HR policies are in line with federal, state, and local employment laws. 
• Monitor and update workplace policies and employee handbooks as needed. 
• Support OSHA compliance, workplace safety initiatives, and industry-specific labor guidelines. 
• Conduct periodic HR audits to ensure best practices are followed across locations. 

S&O Wholesale Co. (the Company) is a privately owned Company. The Executive Management team treat all employees like family and are looking for top tier talent in order to scale. Friday lunches are on the Company and we provide benefits to all full-time employees.

Company Description

S&O Wholesale Co. (the Company) is a privately owned Company. The Executive Management team treat all employees like family and are looking for top tier talent in order to scale. Friday lunches are on the Company and we provide benefits to all full-time employees.