Receptionist & HR Coodinator (Montego Bay, Jamaica) - Caribbean Producers Jamaica (CPJ)

Summary:

As the Receptionist and HR Coordinator, you will be the first point of contact for visitors and employees, providing exceptional customer service and administrative support. In addition to managing the reception area, you will assist with various HR functions, including personnel file audit, scanning, coordinating HR activities, managing charity donations, corporate social responsibility initiatives, and HR projects. This role requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Desired Competencies

1. Professionalism: Strong related background and working experience with multiple personalities and socio-economic backgrounds. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
2. Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Key Responsibilities:

1. Reception and Front Desk Management

• Greet and welcome visitors, employees, and vendors with professionalism and courtesy.
• Answer and direct phone calls, taking messages and handling inquiries promptly and efficiently.
• Manage the reception area, ensuring cleanliness and organization at all times.
• Manage tea station ensuring that items are replenished by collaborating with the Welfare Specialist.
• Coordinate the refill process of the water cooler by collaborating with Office Attendant.
• Receive and distribute mail and packages, and coordinate courier services as needed.
• Maintain temporary IDs logs and issue temporary ID badges as required.
• Maintain temporary staff/intern timesheets as required.
• Receives, logs and disburse cheques as required.
• Maintains and updated CPJ in house phone directory on a monthly basis or as needed.
• Maintain the cubbyhole containing various documents, keeping all sections updated

2. HR Coordination and Support

• Assist with HR functions, including personnel file audit, scanning, and data entry.
• Scanning and digitization - preparing records for digitization; separating a variety of records
• Coordinate HR activities such as employee orientations and onboarding.
• Assist with recruitment processes to scheduling interviews, collect and vet all new hire documents, issue new hire packages and examine all policies received to ensure they are properly completed.
• Maintain HR records and databases, ensuring accuracy and confidentiality.
• Support HR projects and initiatives, providing administrative assistance and coordination as needed.
• Act as HR Representative for Category Management, Auxiliary, IT, Procurement, Quality Assurance departments

3. Charity Donations and Corporate Social Responsibility (CSR)

• Manage all charity donations and CSR initiatives, including organizing fundraising events and volunteer activities.
• Coordinate with internal stakeholders to identify opportunities for community engagement and philanthropic efforts.
• Maintain records and budget of charitable contributions and CSR activities and prepare reports as needed.
• Share all companywide initiatives with employees and solicit volunteers.
• Manage the registration and payment process for all companywide initiatives.

4. Administrative Support

• Provide general administrative support to the HR department, including filing, copying, and scanning documents.
• Prepare and distribute HR-related correspondence, such as offer letters, employment contracts, and HR policies.
• Assist with scheduling meetings, booking conference rooms, and preparing meeting materials.
• Handle confidential information with discretion and professionalism.

Desired Qualifications & Attributes

• Proficiency in MS Office applications (Word, Excel, Outlook) and HRIS systems.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Flexibility to adapt to changing priorities and work independently or as part of a team.
• Minimum - Associate degree in Business Administration or its equivalent.
• Minimum 2 years’ experience in a Customer Service/ HR office environment .
• Must be confidential
• Team player
• Good time-management skills
• Great interpersonal and communication skills
• Computer and internet savvy
• Should possess good written and verbal communication skills.
• General administrative and clerical support
• Knowledge of customer service principles and practices
• Should be meticulous, reliable and able to handle stressful situations.
• Demonstrable integrity and respect for confidentiality.
• Detail-oriented and organizational nature
• Experience working with BambooHR a plus
• Ability to communicate effectively, to assess complex problems and to advise staff members
• Respect for and understanding of diversity (eg: race, gender, socio-economic background)
• Participate in training and development including Company required trainings

APPLY TO CPJ