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Company Name : Trilogy Excursions
Location : Lahaina, HI 96761
Position : Human Resources and Administrative Coordinator
Job Description : JOB DESCRIPTION: Human Resources and Administrative CoordinatorTrilogy is a family business committed to excellence by creating lifelong memories through personalized service delivered with Aloha. As stewards and sailors we perpetuate our Hawaiian culture and protect our environment. As an ‘Ohana we value each other and inspire integrity, innovation, and community.This year, Trilogy celebrates its 48th year as Maui’s first sailboat company!We are seeking a full-time Human Resources and Administrative Coordinator to join our ‘Ohana in Lahaina, Maui, and grow with our organization. This is not a remote position, must be living on Maui due to the nature of work.Trilogy offers excellent benefits and a very competitive salary!Benefits include: 401(k) matchingMedical/Dental/Vision insurancePaid time offPerformance BonusesProfessional development assistanceTuition reimbursementEmployee discountsFlexible spending accountEmployee assistance programPOSITION SUMMARY: This position provides support in the areas of Human Resources, Administration, and Payroll to ensure that the Coon Brother’s family of companies can fulfill its Mission of providing excellent lifelong memories to their guests. The HR & Administrative Coordinator responsibilities include HR coordination, payroll/employee relations projects, payroll support, and general administrative duties which may include reservations assistance and other duties as required. The HR & Administrative Coordinator must be able to work in a positive, and collaborative manner in a time sensitive environment while ensuring excellent internal/external customer service, confidentiality, integrity, and innovation.Human Resources:1. Supports company compliance with Federal, State and County employment laws and regulations by way of accurate filing (electronic and paper) and performing routine audits as directed.2. Reviews Employee Handbook and other policies and procedures making recommendations to the HRG for updates as needed.3. Maintains knowledge of HR and Payroll best practices and regulatory changes in payroll, human resources, talent management and employment law applicable to the company.4. Supports HRG to ensure all Human Resource Information System (HRIS), digital and physical files are complete, up to date and compliant. These records include but are not limited to; payroll, new hire documents, benefits, medical, and other records.5. Reviews, tracks and documents to ensure that mandatory employee certifications, trainings and licenses are up to date.6. Provides coordination for Human Resources related functions, working closely with the HRG, CDAO, company Managers, and team members.7. Under direction of the HRG, opens and maintains various confidential personnel related paper files.8. Provides as needed office support to the HRG that includes but is not limited to preparing new hire packets; printing electronic records and filing them; preparing file folders of various types such as personnel, benefits, work comp, payroll, etc.; and preparing supplies in support of employee engagement activities.9. Works closely with the CDAO and HRG as well as outside third Party HR Administration Company, Benefits, WC, Billing, Vendors and Clients and others.10. Other duties as assignedAdministration:11. Build and maintain positive working relationships with statewide office contacts, such as Department of Land and Natural Resources (DLNR), Division of Boating and Ocean Recreation (DOBOR), Department of Aquatic Resources (DAR), Department of Health (DOH) and the Department of Liquor Control (DOLC).12. Assist and support the CDAO by serving as a liaison between local governments, state agencies and other statewide organizations, such as DLNR, DOBOR and DAR in order to meet regulatory requirements, including annual permit renewals and waitlists for all harbors/vessels as needed.13. USCG Documents and updates: Annually and weekly updates to Light Lists, Local Notices, and Coast Pilot.14. Safekeeping copies and administering all company certifications of but not limited to: DOH, Fire, USCG, DLNR15. DMV/Insurance: Work closely with the Maintenance Manager to ensure all vehicles are insured, registered and documented as needed.16. Assist in administering Department of Health and Department of Liquor licensing and inspections for all locations/vessels.17. Company Device Management Upkeep: billing, tracking, purchasing upgrades of all Company devices (iPads, Phones, Computers etc.) for Trilogy, Lanai City Service, Captain’s Galley and Lanai Ocean Sports.18. Assist and support the CDAO in all areas including, but not limited to, company insurance policies, corporate documents, all items relating to USCG Vessel Regulatory Requirements, including coordination and documentation of the company drug testing program.19. USCG Sea Time Reports and letters, tracking MNMRC Reimbursement benefits, and support for employees on rules and regulations.20. May assist in the Reservations Department as needed.21. Coordination of Board Room scheduling & rental agreements.22. Provide email distribution group management.23. Oversee office building & equipment related contracts and agreements.24. Ensure Office Supply requisitions are completed on a timely basis. Payroll:25. May assist with processing employees’ paychecks if assigned.26. Maintains payroll information by collating, calculating and entering data.27. Updates payroll records by entering any changes to employee information or benefits such as job title changes, exemptions and saving deductions.28. Prepares reports that include summaries of earnings, tax deductions, leave, and non-taxable wages.29. Resolves payroll discrepancies and answers employee payroll questions.30. May assist with W-2 forms as assigned.31. Assist with reviewing the HR/Payroll system, processes employment forms, and checklists as assigned.EDUCATION AND EXPERIENCE: Requires an Associate’s Degree in a related field with three (3) years of Human Resources or Administrative experience OR a GED with Five (5) years of Human Resources or Administrative experience.Prior experience working in a family owned and operated company preferred.DESIRABLE QUALIFICATIONS, CERTIFICATES, LICENSES: SHRM-CP, or PHRKNOWLEDGE, SKILLS AND ABILITIES REQUIRED: Knowledge of employment laws and ability to actively ensure the company maintains compliance with State and Federal laws, and applicable County directives/guidelines.Proven ability to produce accurate and timely resources to support the mission of the organization. Ability to multi-task and work within a time sensitive environment.Specific payroll knowledge including Wage and Hour Law and any other laws that pertain to payroll. Knowledge of wage withholding orders.Ability to schedule and coordinate effective training from subject matter experts.Ability to assist with organizing special events and Company Activities as needed.Sound decision making ability, and the ability to maintain confidentiality of company proprietary information, employment issues and uphold company standards.Must have exceptional verbal and written communication skills. Proven ability to communicate professionally and accurately providing a customer service style experience while in person, over the telephone, and in writing.Ability to update policies and procedures as needed.Skill in fostering a team environment to create a healthy and engaged work culture, facilitating communication as appropriate.Must be able to multi-task and manage multiple priorities, while working with a flexible and collaborative work style and adapt to change well.Ability to grow with the organization. Positive attitude and willingness to learn.Maintains high levels of organization and attention to detail.Represents the company with professionalism, tact, and integrity.Ability to assist with implementing and aligning HR and Payroll resources with company mission, and strategic plans.Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Kronos. Ability to learn new software and maintain organized digital and physical files.Must be proficient in schedule management, general correspondence, meeting minutes, scanning, faxing, company mail receipt & distribution, creating & maintaining files, and be able to carry out special projects as assigned.Ability to embrace the company core values as outlined in the employee handbook.PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position is required to sit and concentrate for extended periods of time doing computer, telephone and meeting work. The employee must be able to walk, stand, use their hands to write, keyboard, handle, file paperwork, binders, operate office equipment, etc., talk 4 and hear in person and on the telephone, reach with hands and arms, climb stairs, balance, stoop, kneel or crouch. This position must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, and the ability to adjust focus. This position will be required to stand and walk on uneven services.TRAVEL: This position is required to travel occasionally to work locations, and travel by boat as needed to other islands to provide HR and Payroll support to managers and team members. Other travel may be required.OTHER DUTIES: This job description is representative of the scope of work, responsibilities and duties of the position and is not designed to cover all activities that are required of the position. Employment is considered at will, and management reserves the right to make changes to the job description at any time with or without notice.Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.Trilogy is an equal opportunity employer.Job Type: Full-timePay: $60,000.00 – $70,000.00 per yearBenefits:401(k)401(k) matchingDental insuranceEmployee assistance programEmployee discountFlexible scheduleFlexible spending accountHealth insuranceHealth savings accountLife insurancePaid time offParental leaveProfessional development assistanceReferral programRetirement planTuition reimbursementVision insuranceSchedule:8 hour shiftMonday to FridayWeekend availabilitySupplemental Pay:Bonus payApplication Question(s):Are you currently located on Maui or in Hawaii?Education:Associate (Preferred)Experience:Human resources: 3 years (Preferred)Administrative: 3 years (Preferred)License/Certification:SHRM Certified Professional (Preferred)Work Location: One location
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