HR Administrator

Seattle Coffee Company is in search of a well-rounded and proactive HR Administrator to support the daily operations for the HR Department. The HR Administrator plays a key role in supporting the deliverance of the Company's people strategy. This position is responsible for providing professional, confidential, and efficient HR services to management and employees, fostering a positive work environment that promotes fairness, consistency, and high performance.

The HR Administrator will be responsible for handling all HR administrative tasks, maintaining employee records, assisting with the recruitment processes, supporting with onboarding and offboarding tasks, and ensuring compliance with HR policies and procedures. This role will ensure smooth HR operations and act as a support at all levels for 5 various regions in Seattle Coffee Company, providing employees with a reliable point of contact for HR-related queries. They must have the willingness to travel to various sites.

Key Responsibilities:

1.    Recruitment and Selection

Managing each vacancy as a special project to ensure that ideal-fit candidates join the organisation and align with the company's culture and values, by:

• Developing comprehensive job descriptions and specifications in conjunction with line managers.
• Advertising vacancies internally and externally (LinkedIn, CareerJunction), and reviewing and selecting viable applicants.
• Managing the recruitment projects on the one-way video interviewing platform by loading applicants, screening and rating interviews.
• Organising and participating in in-person interviews with HR manager and functional managers.
• Contacting applicant references.
• Drafting of offer letters, new contracts and other induction documentation.
• Assist with onboarding and induction of new hires

2.    Training & Development

Ensuring that employee, team and departmental training needs are anticipated, met, and expectations exceeded, by:

• Organising and tracking trainee internship groups, coordinating training events and preparing training materials.
• Assisting management with staff development and career progression in terms of identifying career paths and specific developmental needs.
• Providing overall proactive support in terms of all training in conjunction with the Training Department.

3.    HR Compliance

Creating an environment characterised by clear guidelines, so that ambiguity is minimised, and employees know what is expected of them, by
:

• Providing advice to managers and staff on the interpretation and application of relevant HR policies and procedures.
• Providing assistance in developing, drafting and distributing new HR policies and procedures.
• Facilitating policy training and employment contract workshops.
• Ensure compliance with labour regulations and Company policies.

4.    Industrial Relations

Ensuring consistency and fairness in balancing the interests of the employer and its employees, by:

• Providing guidance to managers and employees in terms of all disciplinary matters where applicable.
• Preparing hearing notices as well as warning and suspension documentation, including identification of charges.
• Assisting the HR manager and area managers in the preparation of cases.
• Receiving and documenting grievances in a confidential and sensitive manner.
• Ensuring compliance with labour laws and relevant procedures in implementing disciplinary action.

5.    Payroll & HRIS

Maintaining an efficient employee benefit system characterised by accuracy and internal customer satisfaction, by:

• Loading, removing and updating of employee information on the payroll and HRIS either updating employee personnel files or submitting changes to the payroll department.
• Submitting monthly spreadsheets containing contingent payroll information to the payroll department, by the applicable deadlines (loan deductions, hours worked, special leave, etc)
• Ensuring new employee medical aid, provident fund and Employee Self-Service (ESS) App onboarding. Investigating functionalities on the HRIS and ESS and working with service provider to develop them.
• Submitting and tracking provident fund withdrawals and funeral/ death claims.

6.    Administration & Reports

Making sure the paperwork is in ship-shape, by:

• Maintaining the HR hard copy filing system containing employee documents.
• Manage all the administration of terminations, transfers, promotions.
• Respond to internal and external HR queries and provide assistance.
• Assisting HR management with developing and implementing of Employment Equity plan, compiling of annual EE reports and strategies.
• Assisting HR management with compiling the Annual Training Report and Workplace Skills Plan to CATHSETA to ensure successful submission of reports to receive quarterly grants from SETA.
• Assist with audits and compliance checks (e.g., visa documentation, health & safety)

7.    Employee Engagement

C
reating a positive work environment, fostering relationships among employees, and enhancing morale and productivity
:

• Organise and co-ordinate head office events, team building and group birthdays, as well as regional employee events such as long service awards, employee or team recognition, etc.
• Carry out regular store visits
• Enhancing employee engagement and organisational culture

Qualifications & Requirements:

• Bachelor's degree in Human Resources (preferred)
• 2+ years of experience in a human resources role, preferably covering both generalist and administrative duties
• Good knowledge and understanding of HR functions, employment law, and HR best practices
• Proficient in Microsoft Office and HR software
• Ability to maintain confidentiality and exercise discretion
• Critical thinking skills
• Excellent organisational, communication, and interpersonal skills
• Outstanding organisational, administrative skills, and time-management skills
• Team spirit and ability to foster collaboration
• Must have access to their own transport

To apply, please click the link to our careers page.

Should you not hear from us within two weeks, please consider your application unsuccessful. We truly appreciate your interest in joining our team and thank you for taking the time to apply.