Human Resources Coordinator
1 month ago
Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.
Based in London, the Human Resources Coordinator will be responsible for supporting the department in a variety of HR functions for Gibson Dunn’s European, Middle East and Asian (“EMEA”) offices. They will work closely with the Directors of Administration located in each office in support of the local and Global human resources function. Key responsibilities include updating and maintaining personnel related data in the HRIS system (PeopleSoft) as well as processing new hires through onboarding for the EMEA offices. These responsibilities will include assisting with HR status changes and onboarding processes, personnel file maintenance, maintaining data integrity and assistance with general administrative support across the Human Resources department.
This role reports to the Human Resources Manager.
Responsibilities include:
Administration
In accordance with firm policies and practices, responsible for ensuring that best practices related to personnel, employment related data and documenting procedures for data entry and maintenance are followed and that all required approvals and firm policies/procedures have been confirmed and adhered to. Serves as an HR resource to the firm’s EMEA offices, responding to questions and inquiries related to firm policies and procedures. Ensures consistent application and compliance with firm policies according to applicable local employment laws and regulations. Enters and maintains staff, attorney and partner information data in HRIS system (PeopleSoft) and other related databases for the EMEA offices. Keeps track of received data and source documents including Personnel Action Forms (PAF’s), new hire paperwork, emails, etc. Prepares, compiles, and sorts source documents and verifies accuracy of data to be entered in the systems. Contacts originators of source documents to resolve questions, inconsistencies, or missing data or documentation. Enters employee and partner data in PeopleSoft, CMS, viDesktop and other systems as required. Develops audit reports and reviews error reports and enters corrections into the systems. Prepares, distributes and maintains PAF forms for personnel. Audits PAF forms to confirm updated employee data. Establishes and maintains active and terminated EMEA personnel files. Maintains location of files to ensure they can be easily retrieved. Maintains filing for HR related documents. Completes departmental check requests and maintains file copies. Runs periodic reports to audit data entry, ensure accuracy and to identify any missing data. Assist with the department email account (not shared) responding to inquiries from staff, management and attorneys firm-wide. Provides administrative support to Human Resources Assistant Manager, Human Resources Manager and Chief HR Officer as needed. Responds to inquiries regarding HR policies, procedures and programs. Acting liaison for matters related to the day-to-day workflow and operations between HR and other core business units including Benefits, Payroll, Finance, IT and Marketing.Onboarding
Provide support and administration of the new hire process through the Onboarding site (SilkRoad) for personnel. Process new hire forms and conduct follow-up on missing information or missing forms. Respond to inquiries regarding the Onboarding platform to ensure individuals complete tasks timely Reviews onboarding tasks and documents, compare/audit the information, reconcile any discrepancies. Import new hire records into PeopleSoft and conducts audits within the system.
Qualifications
Critical thinking and sound judgment with ability to analyze and resolve problems. Effective communication skills (written and verbal) to interact with all levels of leadership, and technology and business partners along with managing a productive working relationship. Ability to prioritize multiple projects/deliverables to meet deadlines. Capable of maintaining confidence of personal and highly sensitive information. Demonstrated high level of proficiency in Access, Microsoft Word, Excel, Outlook and PowerPoint. Demonstrated knowledge of general Human Resources practices and principles in one or more of the countries to whom position will provide support. Knowledge of employment laws in any jurisdiction in the UK, Asia, the Middle East, Germany, France and/or Belgium is a plus. Excellent customer service skills and ability to interface with all levels of staff and management. Knowledge of SharePoint desirable. Proven working knowledge of HRIS system data maintenance and best practices is a plus. Strong organizational skills with ability to prioritize multiple tasks and priorities, while meeting deadlines of fast-paced environment.
Experience
Degree in Human Resources or related field or equivalent relevant work experience, preferred. Minimum of two (2) years of experience in Human Resources department at a law firm or other professional services organizations strongly desired. Experience with PeopleSoft 9 (or above), SilkRoad, viDesktop, Adobe Acrobat Pro, Microsoft SQL Server, XML Publisher, HTML and/or other HRMS or database reporting tools is preferred. Demonstrated knowledge of Human Resources, Payroll and Benefits practices and principles.As well as general knowledge of employment laws and regulations and data privacy laws.-
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