Human Resources Specialist

2 Months ago • 2-5 Years • Human Resource

Job Summary

Job Description

VX Media seeks a dedicated HR Specialist to manage and support various HR functions, including HR administration (maintaining employee records, onboarding/offboarding), expatriate support (visa/passport management), payroll/benefits administration (Time & Attendance system, 401k plans, COBRA), recruitment (managing candidate databases, coordinating interviews), training/engagement (organizing sessions, supporting initiatives), and compliance. The role requires strong organizational skills, attention to detail, and proficiency in HRIS systems. Responsibilities include generating reports, processing payroll, managing benefits, and ensuring compliance with employment laws. The ideal candidate possesses exceptional communication skills and the ability to handle sensitive information with discretion.
Must have:
  • HR administration & documentation
  • Expatriate & global mobility support
  • Payroll, benefits & accounting support
  • Recruitment & onboarding
  • Training, engagement & policy administration
  • Compliance & communication
  • HRIS system experience
  • Excel proficiency
  • Benefits administration
Perks:
  • 401k Participation with Company Matching
  • Health Insurance
  • Paid Time Off
  • Paid Holidays
  • Annual Bonus

Job Details

Join VX Media as an HR Specialist

 

About VX Media:

We are a creative agency specializing in digital marketing and video production. Our services range from media production to influencer marketing and creator management, catering to a wide range of client needs. As we continue to expand, we are looking for a dedicated HR Specialist who can help us manage our human resources functions with precision, care, and efficiency.

 

Position Overview – HR Specialist:

  • As an HR Specialist at VX Media, you will play a key role in managing and supporting a wide range of HR functions, including:
  • HR Administration & Documentation: Maintaining accurate employee records, managing personnel files, processing onboarding and offboarding activities, and supporting HR digitization initiatives.
  • Expatriate & Global Mobility Support: Overseeing the compliance and documentation for our expatriate staff, including visa and passport management and coordinating tax-related processes.
  • Payroll, Benefits & Accounting Support: Administering the Time and Attendance System, coordinating benefits programs (e.g., Open Enrollment, 401(k) plans, COBRA), and processing general ledger entries related to payroll and benefits.
  • Recruitment & Onboarding: Managing candidate databases, coordinating recruitment activities, and ensuring a smooth onboarding process for new hires.
  • Training, Engagement & Policy Administration: Organizing training sessions, supporting employee engagement initiatives, updating employee handbooks, and communicating policy changes.
  • Compliance & Communication: Ensuring adherence to federal and state employment laws while handling sensitive personnel matters with professionalism and discretion.

Key Responsibilities:

HR Administration & Documentation

  • Maintain, update, and secure confidential employee personnel files—both electronic and paper records.
  • Record new hires, terminations, and benefits enrollments in the HRIS and other systems.
  • Generate monthly reports (e.g., e-Learning lists, new hire/termination summaries, headcount data) for relevant departments.
  • Process pre-employment background checks and administer employee anniversary reports.
  • Update and manage employee job descriptions and assist with HR digitization efforts.
  • Provide general administrative support for various HR projects and tasks.

Expatriate & Global Mobility Support

  • Maintain up-to-date emergency contact lists for expatriate employees.
  • Process quarterly reports for expatriate and dependent visa, passport, and I-94 compliance.
  • Update the ADP Workforce Now system with critical data concerning expatriate employees, including visa expiry, I-94, and passport validity.

Payroll, Benefits & Accounting Support

  • Administer and support the employee Time and Attendance System, ensuring accurate timekeeping and timely adjustments.
  • Coordinate benefits meetings (e.g., Open Enrollment sessions, committee meetings, information sessions, health fairs) and support group benefits administration.
  • Manage the administration of 401(k) plans, including funding of 401(k), HSA, FSA, and processing intercompany transactions.
  • Process COBRA enrollments and terminations through vendor partners.
  • Execute general ledger entries related to payroll and benefits on a regular basis.

Recruitment & Onboarding

  • Maintain candidate databases and manage effective communication with job applicants.
  • Track recruitment metrics, provide regular status updates, and support the interview process.
  • Coordinate comprehensive onboarding processes, including document preparation and orientation sessions, to ensure a smooth transition for new hires.
  • Assist with exit processes by ensuring completion of paperwork and conducting exit interviews.

Training, Engagement & Policy Administration

  • Coordinate logistics for training sessions, including scheduling, materials preparation, and attendance tracking.
  • Gather and analyze training feedback to continuously enhance program effectiveness.
  • Support employee engagement initiatives and assist with conflict resolution when necessary.
  • Maintain and update employee records, handbooks, and policy documents; clearly communicate any changes to staff.
  • Review and adjust timecards and manage all time-off exceptions as required.

Compliance & Communication

  • Ensure adherence to federal and state employment and labor laws in all HR processes.
  • Handle sensitive personnel matters with discretion, poise, and strong judgment.
  • Analyze and present HR data to support informed decision-making.
  • Demonstrate excellent interpersonal and communication skills, fostering positive and effective working relationships across the organization.
  • Remain flexible and resourceful, effectively managing multiple tasks and priorities in a dynamic environment.

Qualifications & Skills:

  • Bachelor’s degree (B.A./B.S.) is required.
  • A minimum of 2–5 years of experience in HR administrative support.
  • High proficiency in MS Excel and experience with HRIS systems.
  • Solid knowledge of general accounting/bookkeeping principles.
  • Demonstrated experience in employee benefits administration.
  • Exceptional organizational and time management skills with strong attention to detail.
  • Ability to handle confidential information with integrity and professionalism.
  • Excellent verbal and written communication skills.
  • Proven ability to work both independently and collaboratively within a team.

Benefits:

  • 401k Participation with Company Matching
  • Health Insurance
  • Paid Time Off
  • Paid Holidays
  • Annual Bonus

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