Human Resources Specialist

Job description

Company Overview

Furnished Quarters, a privately owned LGBTQ+ diverse, is a unique player in the short-term housing industry, boasting over 25 years of experience in alternative accommodations. As one of the largest independently owned companies, we offer diverse housing options for business and leisure travelers, setting us apart from the competition.  Our commitment to providing an exceptional assortment of inventory and best-in-class service ensures our guests enjoy an elevated home-away-from-home experience.

Company Culture

At Furnished Quarters, we sit at the exciting intersection of travel, hospitality, real estate, lifestyle, and design.  Our five Core Values are Challenge, Collaboration, Care, Career, and Community.  We thrive on interesting challenges, celebrate collaboration, and deeply care about people, diversity, and inclusion as a certified LGBTQ+-owned business. We support every employee in their career growth and development and foster a community where people feel comfortable being themselves and finding fulfillment in their work.  Maintaining a healthy work-life balance is not just encouraged but prescribed.  Here, every person can define their own processes and work in an entrepreneurial environment where every voice is important.  Work with us and find out what it means to #StayDifferent.

Job Purpose

The Human Resources Specialist (HR Specialist) at Furnished Quarters plays a vital role in ensuring the efficiency and effectiveness of the Human Resources department. This position provides comprehensive administrative support, ensuring smooth HR operations while delivering a high level of service to employees and job candidates.

The HR Specialist is responsible for maintaining accurate employee records, managing HR documentation via DocuSign, assisting with recruitment, and coordinating all aspects of onboarding and offboarding to ensure a seamless employee experience. This role also maintains performance management records in PerformYard, tracks key HR initiatives in Asana, and supports compliance efforts related to labor laws, safety training, and company policies. Additionally, the HR Specialist assists in employee engagement initiatives, wellness programs, and internal HR communications, contributing to a positive and well-organized work environment.

The ideal candidate is highly organized, detail-oriented, and proactive. They can manage multiple priorities while maintaining accuracy and confidentiality. This role offers the opportunity to contribute to HR processes and initiatives supporting employees and the organization’s overall success.

Essential Functions

HR Administration & Employee Support

• Uphold and embody Furnished Quarters’ core values of Care, Collaboration, Community, Challenge, and Career in all colleague and candidate interactions.
• Provide comprehensive administrative support to the Human Resources Department, ensuring smooth operations and timely task completion.
• Deliver exceptional “customer service” to employees and job candidates, fostering positive experiences and relationships.
• Build strong relationships across all levels of the organization, acting as a neutral, approachable, and trustworthy HR representative.
• Manage department expense reporting using Concur, ensuring accuracy, compliance, and timely submission.
• Proactively anticipate the needs of the HR Manager and EVP of HR, identifying opportunities to improve workflows and efficiencies.
• Seek new ways to enhance HR processes, transactions, and employee experiences.
• Support special projects, company events, and HR initiatives as requested.

Compliance & Record Maintenance

• Oversee the maintenance of accurate and up-to-date employee records, ensuring compliance with company policies and legal requirements.
• Ensure compliance with Employment Eligibility Verification (I-9) requirements by maintaining accurate records, tracking expirations, and conducting timely reverifications following federal regulations.
• Safeguard the confidentiality of all sensitive HR records and employment matters.
• Maintain and update labor law posters, ensuring compliance with federal, state, and local regulations and proper distribution to remote employees.
• Send HR policies and employment documentation via DocuSign for signature and proper filing.
• Maintain and update new hire paperwork templates in DocuSign for each state, ensuring compliance with location-specific requirements.

Performance Management & Employee Records

• Manage employee performance documentation in PerformYard, including scheduling, tracking, and filing performance reviews, corrective actions, and Performance Improvement Plans (PIPs).
• Ensure all performance management documentation is recorded accurately and stored securely in compliance with company policies.
• Provide administrative support to managers and HR leadership in coordinating and tracking performance-related processes.

Recruitment & Hiring

• Manage the end-to-end recruitment process, including job postings, resume screening, interview coordination, and candidate assessments.
• Post job openings on relevant platforms, maintaining a strong employer presence on recruitment channels.
• Conduct initial screenings and coordinate interviews with hiring managers and leadership.
• Administer background checks and reference verifications for selected candidates.
• Send offer letters and new hire documents via DocuSign, ensuring timely completion and compliance.
• Communicate “Regret Correspondence” to non-selected interview candidates professionally and in a timely manner.
• Ensure accurate candidate tracking in Asana, maintaining real-time updates on hiring progress.

Onboarding & Offboarding Coordination

• Coordinate onboarding logistics for new hires, including requesting equipment, setting up system access, and preparing onboarding materials.
• Collaborate with Department Heads to develop and schedule training tailored to each new hire.
• Conduct new hire orientation, introducing company policies, benefits, and expectations while fostering engagement from day one.
• Track training completion and ensure all related documentation is accurately filed.
• Maintain and update the Asana onboarding checklist, ensuring a structured and seamless onboarding experience.
• Coordinate separation processes, including tracking company-issued equipment returns and updating records in ADP.
• Maintain and update the separation checklist in Asana, ensuring all steps are completed accurately.

HR Systems & Project Management

• Manage Asana boards, tracking HR-related tasks, deadlines, and project milestones.
• Regularly update statuses and utilize Asana’s features to optimize team collaboration and efficiency.
• Ensure proper documentation and organization of HR-related workflows.

Safety & Compliance Training

• Coordinate the Safety Training Program, managing training modules in ADP Learning, sending reminders, and tracking completion rates.
• Maintain compliance records and ensure all employees meet safety training requirements.

Employee Engagement & Communications

• Create accurate and engaging announcements for new hires, promotions, birthdays, and anniversaries, keeping the company intranet updated.
• Plan and execute employee engagement initiatives, including the quarterly Community Get Together Program.

Wellness Program Management

• Lead the Wellness Program, planning and implementing wellness initiatives and events.
• Monitor program participation and assess its impact on employee well-being, recommending necessary improvements.

Required Skills & Qualifications

• Bachelor’s degree in Human Resources, Business, or a related field (required).
• 2-3 years of Human Resources or administrative experience (preferred).
• Proficiency in Microsoft 365, including MS Teams, SharePoint, and intranet administration (required).
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (required).
• Experience with Applicant Tracking Systems (ATS) such as JazzHR or Greenhouse (required).
• Experience with performance management systems like PerformYard to schedule, track, and maintain performance reviews, corrective actions, and improvement plans (preferred).
• Familiarity with ADP WorkforceNow (required).
• Experience with project management tools like Asana (preferred).
• Ability to maintain HRIS records and generate reports for compliance, payroll, and performance tracking (preferred).
• Knowledge of HR best practices, confidentiality standards, and federal employment laws, including FLSA, FMLA, ADA, and I-9 compliance.
• Experience managing Employment Eligibility Verification (I-9) compliance, ensuring accurate documentation, timely reverifications, and adherence to federal regulations (required).
• Experience using electronic signature platforms like DocuSign for HR documentation and compliance tracking (preferred).
• Experience coordinating training programs, including new hire orientation, safety compliance training, and professional development tracking.
• Ability to support employee relations initiatives, providing first-line HR assistance while escalating complex concerns appropriately.
• Must have a professional demeanor in all interactions, ensuring effective communication and a positive experience for employees and candidates.
• Ability to communicate verbally and in writing effectively in English to perform essential job functions, including employee interactions, documentation, and compliance-related tasks.
• Multi-lingual skills are highly desirable.
• Exceptional follow-through, organization, and attention to detail.
• Ability to manage multiple projects with shifting priorities and varying scopes.
• Highly flexible, proactive, and capable of anticipating needs.
• Strong problem-solving skills, with the ability to anticipate issues and implement effective solutions promptly.
• Must be legally authorized to work in the United States at the time of hire.

Physical Requirements

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to communicate verbally and listen actively. The employee is frequently required to sit, stand, walk, use hands for manual tasks, and reach with hands and arms.

Must be able to use a computer and standard office equipment effectively, with or without reasonable accommodation.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Equal Opportunity Statement

Furnished Quarters is an equal opportunity employer committed to a workplace free from discrimination. We celebrate diversity and do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Compensation Range: $24-27/hour