HR & Workforce Administration Specialist

Job Description

Job Description

Company Name: Transportation Management Services Inc. (TMS) 
Position Type: Full-Time (Onsite)  
Reports to: Director, People Operations, Major Events  
Location: TMS HQ in Frederick, MD

ABOUT TMS:

TMS is the global leader in ground transportation management, logistics, mobility and venue solutions, renowned for delivering top-tier services for the world’s most complex events with unwavering confidence and integrity. With over 30 years of industry experience, we proudly reflect on managing transportation for more than 1,450 events and contracts, safely transporting over 120 million passengers. 

Our prestigious portfolio includes supporting events such as the FIFA World Cup, Olympic, Formula One, NBA, Kentucky Derby, Coachella, and major corporations like Microsoft and Google. We also support citywide events and trade shows such as NAHB, NAB, SEMA, NACS, and ICSC. Our aim is to be distinguished by the quality of our work, fostering a legacy of trust and superior performance.

POSITION OVERVIEW:

Reporting to the Director, People Operations, Major Events, the HR & Workforce Administration Specialist is responsible for the planning, coordination and execution of specific associated tasks that supports the overall running of the Organization from a HR & Workforce perspective. This position plays a pivotal role working across multiple functions to ensure a smooth and positive employee experience throughout the lifecycle of employment as well as working closely with Finance on matters relating to HR and accounting compliance.

RESPONSIBILITIES:

• Overall HR system administration, ensuring all workflows and processes are established and productive
• Maintain accurate employee records and personnel files in accordance with company policies and applicable labor laws
• Conduct regular HR system audits to ensure data accuracy and integrity. Assist with internal and external audits relating to HR compliance and employee records
• Monitor mandatory compliance training and maintain completion records
• Healthcare and benefits open enrollment and day to day administration. Supporting employees with enrollment queries, HR system set-up and monthly reconciliation of carrier invoices against payroll deductions to ensure accuracy of coverage and billing
• Administration of 401k enrollments and communications for applicable employees 
• Scheduled compliance reporting as required by the Accounting and Finance department
• Administration of updates to the Employee Handbook and internal policies and procedures. Communicate changes and ensure the latest versions are available to all employees
• Management of the general HR email inbox, responding to emails in a timely manner
• Employee engagement, internal announcements to full-time staff and mass communications to part-time staff for peak business periods
• Affordable Care Act management and administration 
• Coordination of updates to the Company contact list and organizational chart
• Complete employment verifications and investigate any unemployment claims
• Workmen’s compensation claims through logging and filing any accidents, communicating to management as needed 
• Partner with Payroll to investigate and resolve payroll discrepancies as received by employees
• Maintain HR templates, forms, and standard operating procedures (SOPs)
• Produce regular workforce reports and dashboards including headcount, turnover, vacancies, recruitment metrics, leave balances, and diversity reporting
• Analyze workforce data and identify trends to support decision-making
• Assist with company events and employee wellbeing initiatives
• Ensure HR documentation remains current and compliant with legislative requirements
• Support implementation of new HR initiatives and projects
• Identify opportunities to improve HR processes and automation
• Develop process documentation and training guides
• Recommend system enhancements and workflow efficiencies
• Recruitment, onboarding and HR assistance (PTO, terminations etc.) for both core business and major event divisions in both the US and internationally as needed
• Support to Executive Management as requested on all people related activities 

QUALIFICATION & EXPERIENCE:

• Individual must be legally authorized to work in the United States 
• Bachelor's degree in Human Resources, Business Administration, Workforce Management, or a related discipline
• 3–5 years of experience in Human Resources Administration or HR Operations
• Experience administering HRIS platforms (preferably ADP Workforce Now)
• Experience supporting payroll and employee benefits administration
• Knowledge of U.S. employment legislation and HR compliance requirements
• Private sector benefits administration experience preferred 
• Experience handling confidential employee information
• Strong experience producing reports and analyzing HR data
• Experience supporting large-scale projects or major events and/or transportation operations
• Experience working with multiple workforce types, including temporary and seasonal

SKILLS & KNOWLEDGE: 

• Advanced level of Microsoft Office particularly in Excel (additionally required Word, PowerPoint, Project), planning software, and online collaboration tools 
• Knowledge and ability to serve as the Subject Matter Expert across areas of responsibilities 
• Ability to handle and maintain a high level of sensitive information, in relation to the HR & Workforce and Accounts & Finance industry
• Excellent written and oral communication skills: Ability to effectively present and communicate information to all levels of employees within the Company
• Cross-cultural and emotional intelligence developed from years of working with a plethora of people from different backgrounds
• High level of attention to detail 
• Self-motivated and confident in producing reports with large amounts of data accurately 
• Hardworking and reliable, flexible and adaptable 
• Strong time management skills to ensure work is delivered to determined deadlines and prioritized effectively
• S