Office Coordinator – Accounting & HR Position

Vanguard Resources, Inc., (VRI) - Brownsville, Texas

PLEASE CAREFULLY READ ALL DETAILS BELOW, BEFORE APPLYING.

Vanguard Resources, Inc., (VRI), an Industry-Leading, Facilities Management Company, in business nearly 30 years, (STILL, family owned & operated), is actively recruiting for a professional, self-motivated, full-time/exempt, *Office Coordinator. The office coordinator role is an “Ambassador” for VRI, while supporting our maintenance department/team, within a hospital-setting at our client’s site in the Brownsville, Texas area.

Client/job site: Valley Baptist Medical Center, 1040 West Jefferson St., Brownsville, TX 78520

The Office Coordinator– (Accounting & HR role) is a salaried-exempt position; compensation is depending on skills/relevant experience.  The ideal applicant is able to focus independently on assigned tasks to meet established deadlines but be able to manage through many regular interruptions. This is a fast-paced setting. This role handles various different types of tasks. Many duties of this role are accounting-related, however, other Human Resources & Administrative support responsibilities are required. IMPORTANT: Timecard management and payroll-related experience is a highly PREFERRED.

VRI Employee Benefits (full time – eligibility per policy)

WHY Vanguard Resources?

• Robust Paid Time Off (PTO) program
  • If PTO goes unused – PTO ‘cash-out’ options available after 1 year of service! (per policy)
• 401k retirement program, with Employer Matching
• Medical, Dental, Vision insurance
  • If enrolled:
    • Virtual Doctor via secure App!
• Long & Short-Term Disability programs available
• Availability for employee paid  benefits, via payroll deduction
• Basic Life Insurance (paid); option for additional Life Insurance on self & dependents
• Education/Tuition Reimbursement

General Job Overview:

The Office Coordinator (Accounting & HR position) supports the maintenance department within a hospital-environment, with daily responsibilities for site Accounting functions, HR coordination, recruiting/onboarding, routine payroll processing, employee benefits point-person, reporting, and providing administrative support to department and site leadership. Time management, attention to detail, accuracy, consistency and follow-up in all aspects of this role is critical for success.  

Immediate training & strong support is provided from the Corporate Office Team! 

Facilitates Departments Accounting, Administrative & HR processes; acts as liaison with Corporate office - essential duties as follows, but not limited to the following:

Accounting responsibilities (55%)

• Complex billing/invoicing/PO processing that must be accurate and up to date at all times
  • Data-entry, tracking, & follow-up of high volume of invoicing on all daily facility/department expenditures; accounts payables and purchase order processing
  • Financial/Contract interpretation
  • Equipment & parts ordering
  • Expense reconciliation/coding
  • Timely processing of any dept payments & adjustments
  • Periodic accounting system reporting, as needed
  • Ordering of facility merchandise

Human Resources responsibilities (25%):  Must be able to prioritize work to meet Payroll processing deadlines.

• Facilitating Payroll/Employee updates & payroll processes for department(s)
  • Correcting timecard/punch errors
  • Pulling Payroll Reports
  • Document  miscellaneous employee payroll-related transactions & update system accordingly
• Assisting with employee benefit plans
  • Will learn benefit plan(s) so one may attempt to resolve benefits-related problems onsite; assist employee with benefit enrollment process
• Recruiting/Hiring activities
  • Serves as VRI's department/onsite HR representative.
  • Responsible for department’s recruiting activities- will process job postings, review resumes, work with site leadership to identify qualified candidates & facilitate established interview & hiring process
  • Hiring  events and other Candidate outreach activities
  • Timely processing of new employee on-boarding process
• HR day to day activities:
  • Will learn, interpret, retain & communicate VRI HR policies to other site staff
  • Assisting with the performance management process for the department
  • Assists  with employee relations/investigations/counseling/disciplinary action/termination processes for dept
  • Safety champion for department; reports injuries to corporate office in timely  manner; assists in back-to-work process; is liaison with Corporate & injured employee
  • The Office Coordinator will perform Accounting & HR related tasks as assigned/required by VRI corporate office. The Coordinator is an extension of these departments and will be the liaison between team and  corporate office on all relevant matters.

Operations/Administrative/Client-Relations responsibilities (20%):

• Assist with  work/job order processes & work order system reporting, if needed
• Creates  periodic monthly reports for site leadership & client as needed
• Must  be able to collect data from multiple sources, and compile/consolidate as needed
• Right-hand person to the Facilities Director
• Ensures that all contract & compliance files are maintained properly
• Coordination of events and meetings, and orders supplies, parts, etc.
• Promote engagement with entire team
• All other duties and projects as assigned by management.

EOE: Vanguard Resources is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.

* Previous experience in a manufacturing, maintenance, mechanical, or electrical environment is a plus; HELPFUL to have experience in HR/Payroll system, and experience working in an Accounting system!

• HighSchool diploma or GED equivalent required
• Bilingual (Spanish & English) helpful but not required
• IMPORTANT: must  successfully pass a comprehensive criminal background check & drug screening, and required health screenings (mandated by hospital)
• Administrative skills testing required; ability to type minimum 40 w/p/m required
• Minimum 2-5 years’ experience with in accounting systems and hr systems preferred
• Proficiency in MS Office Suite required
• Previous payroll and recruiting experience is helpful

TO BE SUCCESSFUL IN THIS ROLE, THE FOLLOWING ATRIBUTES ARE CRITICAL

• Excellent written/verbal communication skills
• Strong organizational skills
• Confident  yet helpful, pleasant disposition is a MUST
• Ability to closely follow procedures, documented processes & operating procedures are necessary
• Attention to detail, constant follow-up, ability to meet deadlines is a MUST for this role
• Ability to work efficiently in a fast-paced environment is critical; a self-starter is successful in this role
• Excellent time management skills & ability to multi-task and prioritize work with ability to juggle routine interruptions