LeGrande Affaire HR Manager Job Description

HUMAN RESOURCE MANAGER

 

The primary focus of the Human Resource Manager will be to establish, document and maintain positive procedures that assure that all legal and office requirements are complied with by both the employer and employee, that proper paths and procedures are established to address any and all issues or concerns that exist or may arise within the employer employee relationship and develop programs that develop, improve and maintain conditions which are equitable and harmonious which will posture both the employer and employees for professional and personal growth.

 

                                                                                                                                               

 

RESPONSIBILITIES

The Human Resource Manager will report directly to the general manager. Any and all concerns in respect to company business, posture, change, policy, employee relations, legal action or issues must be presented to the general manager. The general manager retains the right of final decision.

 

The Human Resource Manager will be responsible for structuring, developing, putting into application and documenting all of the responsibilities of LeGrande Affaire Limousine Service, Inc.. This is a new position to LeGrande Affaire Limousine Service, Inc. and therefore further duties, policies, and procedures must be developed and completely documented as the position is formed. All policies, procedures, legal requirements, legal forms, legal contact information etc. must be compiled, organized, properly filed and accessible at all times. It will be their responsibility to educate upper management as to all of the concerns, policies and procedures which fall under the jurisdiction of that department.

 

It is a primary function of the Human Resource Manager to protect the interest of the company and it’s employees by compliance with all laws and displaying an impartial disposition in any instance where there is arbitration. It will be the responsibility of the Human Resource Manager to develop, document, put into application and track systems which will assure compliance by both the employer and employee.

 

Initial recruiting and interviewing of applications for employment with LeGrande Affaire Limousine Service, Inc. will be the responsibility of the Human Resource Manager with direction from the general manager. The manager will be responsible for writing and placing employment ads, screening of applicants on the telephone and scheduling interviews.

 

He or she will have to determine the qualifications and abilities of the applicant, check references, verify employment history and decide which department the applicant is a good candidate for, then direct the applicant to the proper department manager to continue the interviewing process. The general manager and department manager retain the right to final decision of hiring an applicant.

 

Procedures for terminating employment will fall under the jurisdiction of the Human Resource Manager. They will be responsible for assuring that termination is conducted for just cause, all documentation of just cause is in place and complete, and compliance with the laws governing termination of employees to assure that there is no legal recourse to the company. The final exit interviews and documentation of the exit interview will be the responsibility of the Human Resource Manager.

 

Scheduling and participation of the initial and annual employee performance review will be the responsibility of the Human Resource Manager. They must maintain and notify, respective department managers, of  the review schedule and initiate the process at least two weeks prior to the review date. All necessary considerations, paperwork and recommendations for the review will need to be documented and brought to the general manager and department manager for review and editing, as necessary, prior to the review taking place.

 

At any juncture that disciplinary action must be taken with an employee or manager, the Human Resource Manager will need to have all proper documentation of the events leading to the action documented and be fully involved in the process. The Human Resource Manager will be giving recommendations, addressing legal concerns and offering viable resolutions to the general manager and department manager. It will be their responsibility to assure that all of the proper procedures have been exercised, just cause for the disciplinary action exists and that viable recommendations and solutions are offered to address any and all disciplinary action. They must assure that the action that will be taken is appropriate with the issues causing the disciplinary action, and report their findings and recommendation to the general manager and department manager prior to the disciplinary action being imposed. Follow through and monitoring of the disciplinary action, to assure compliance, along with reporting the results thereof to the general manger and department manager, will be the responsibility of the Human Resource Manager.

 

Company policy allows for any employee to request a grievance meeting to address and resolve any issue or concern where the employee feels that they have been treated in an unfair manner. The Human Resource Manager will be responsible to schedule and notify all individuals that will be participate in a grievance meeting. They will spearhead the meeting, take minutes and report to the general manager the findings of the grievance meeting.

 

Due to the growth of LeGrande Affaire Limousine Service, Inc. and the changing responsibilities of individuals within the departments, the Human Resource Manager will be responsible for updating and writing of job descriptions for any new department or individual as needed.

 

Workers Compensation and all legal concerns are to be maintained in a current status. It will be necessary to have all current laws and materials posted and on file. It will be the responsibility of the Human Resource Manager to assure that all individuals in the company are aware of their rights and have access to the manager to obtain any information necessary or address any claims.

 

Health Benefits are to be administered by the Human Resource Manager. They will also be responsible for researching and conducting ongoing comparative analysis of health and insurance plans that are available to assure that the company is offering the best policy and coverage available to it’s employees for the money that is invested. The information needs to be presented to the general manager for evaluation. If coverage is to be changed in any manner the change must be approved and performed by the general manager.

 

All EDD concerns and Audits are to be performed by the manager. All of the proper paperwork, forms, laws and any other requirement must be complied with. The manager must have all current and complete information about the laws governing these concerns. All claims for benefits must be presented to the general manager immediately.

 

All CAL/OSHA requirements are to be conformed with. It will be the managers responsibility to assure that any and all requirements are met or exceeded. Additionally, the manager must evaluate all aspects of , and thoroughly inspect, the entire facility, on a routine bases to assure that all requirements are met. Any discrepancy in compliance with the law must be brought to the attention of the general manager immediately.

 

The manager will be responsible for maintaining the proper posting of all Labor Laws, laws governing sexual harassment, and non-discrimination laws. They will review and monitor company policy to assure that all laws are complied with. They will be required to educated employees at all levels as to their rights, duties, and responsibilities.

 

Emergency procedures for natural and man made disasters need to be established, documented and posted for all employees to be made aware of procedures in any given life threatening situation.

 

Fund Raising for Employees will be one of the functions that the Human Resource Manager will be responsible for. They will be required to establish working relations with people and organizations that can offer various items or benefits, to be given away and/or raffled, to company employees, from which the monies will be used for the chauffeurs fund and various company functions geared to benefit the employees.

 

Development of employee contests to motivate and induce a healthy sense of competition among the employees will be the responsibility of the Human Resource Manager. They need to use their experience and imagination to develop, document, put into application and track ongoing programs geared at making the working environment fun and pleasurable.

 

Employee incentives geared to develop good morale and reward employees, at all levels, for a job well done are to be developed, documented, put into application and tracked. All contests and incentives have to be approved by the general manager. It is the posture of the company to develop as many incentives as possible to assure high morale, a positive work environment and the continued growth of the employees and company.

 

Employee will be responsible for typing write-ups for multiple departments.  They will get approval from the General Manager and then give the write-up to the Department Supervisor for presentation to the offending employee.  This must be done within three days of notification of the write-up.  After the write-up has been given, the employee will post the write-up in the computer and make copies for the appropriate persons, and filing in the General Manager’s office. The turn around time for all write-ups to be given to an employee and returned is three days. The Employee will be responsible for tracking write ups given to the Operations Department and be sure they are returned, posted and filed in a timely manner. If a write-up consists of payroll deductions, the employee will be responsible for getting those deductions to the General Manager before the next  pay period.

 

Files are to be developed, organized and maintained in respect to all of the functions of the Office department. It will be necessary to keep upper management advised as to all of the necessary information, documentation, legal information, forms etc. that are required within the department and instruct them as to the proper usage of the material.

 

A very important function of the manager will be to evaluate each department within the company and determine any problem areas and address those areas with viable recommendations and solutions. It is the intent of the company to streamline, refine, and develop procedures in each department which creates an atmosphere that is conducive to professional and personal growth, while at the same time reducing the rate of attrition.

 

It is the intent of LeGrande Affaire Limousine Service, Inc. to offer it’s employees some type of retirement compensation for their employment with the company. The Human Resource Manager will be responsible for compiling all information necessary, and report to upper management with it’s findings about 401K plans, profit sharing, stock options, retirement packages etc. The manager will need to present as many options as possible from which the company will choose which will be offered.

 

Arbitration of issues that arises between the employee and employer will be a very important function that will be addressed by the manager. All issues need to be properly documented, laws complied with and all parties informed of their legal rights.

 

The Human Resource Manager must also obtain a knowledge of the Administrative Assistant and Office Administrator and perform their duties in their absences.  It must be the goal of the Human Resource Manager to learn all aspects of the business.

 

Employee is responsible for backing up the Reservations Database.  This is to be done on a nightly basis. The Server is scheduled to backup every day at 2:00 AM.  To ensure a successful backup, the employee will reset the server. In order to do this, employee must inform all others  that they need to log off the reservations program for a few minutes.  Employee must be sure to have PC Anywhere running at all times. Every morning, employee must check to make sure the computer backed up successfully. To do this, Double click on the IOMEGA icon (Desktop), click on IOMEGA (The Works), and click on the message log.  If the back up had any errors, employee must perform a manual back up.

 

Employee is also responsible for working with computer consultants regarding LeGrande Affaire’s email, DSL, Mdaemon and internet access and keeping the General Manager updated on any email or internet complications that occur and purging the system monthly and backups daily.

 

                                                                                                                                               

 

SCHEDULE

LEGRANDE AFFAIRE Limousine Service, Inc. from 7:30AM until 11PM Monday through Friday. 8:00 am to 11:00pm Saturday and from 9AM until 9PM on Sunday. A fifty hour work week will be scheduled during these operating hours from 7:30AM until 6:30PM daily. Occasional weekends, on an as needed basis, are required.  LEGRANDE AFFAIRE Limousine Service, Inc. will try to accommodate your schedule needs to the best of its ability. Time off and vacation requests must be submitted on time off request slips, at least two (2) weeks in advance, to the VP of Business Development. Submitting a request for time off does not guarantee that the request will be honored. LEGRANDE AFFAIRE Limousine Service, Inc. will try to accommodate your requests to the best of its ability.

 

                                                                                                                                               

 

COMPENSATION

There are two (2) pay periods within a month, from the 1st day of the month through the 15th day of the month and from the 16th day of the month through to the last day of each respective month. Payroll calculations are based on these time frames and pay day falls on the seventh (7th) day after the end of each pay period. Checks are distributed at 3PM on the 7th day. The only exception is that if the 7th day falls on Saturday or Sunday, pay day will carry over to Monday at 3PM.

 

The initial rate of pay shall be a salary of $_____ per month, payable during the normal pay periods as outlined above. There will be a performance evaluation after 90 days of employment.  If all areas of the contract are being performed in a satisfactory manner, the rate of pay will be adjusted to $______ per month for the remainder of the year.  At the end of 1 year of employment the employee will receive a performance review.  These will continue on a yearly basis.

 

                                                                                                                                               

 

EMPLOYMENT CONDITIONS AND CONTINGENCIES

All new employees are placed on a 90 day introductory period. During this period, the employee will be instructed and familiarized with company protocol regarding policy, equipment & computer usage, paper work flow procedures, operational procedures, industry overview, with all necessary introductions and related functions along with various industry specific information.

 

On the 91st day of employment the employee is eligible for a performance evaluation. Comprehension, capability, compliance with company policy, ability to advance along with all other job related concerns will be determined during this evaluation. Performance evaluations will be scheduled to take place annually, after the initial evaluation. Additional evaluations may take place for advancement, disciplinary, performance monitoring, or any other purpose deemed necessary by management. LEGRANDE AFFAIRE Limousine Service, Inc. reserves the right to terminate employment opportunity immediately with any service representative which displays disregard for, or poses a threat to, company personnel or equipment. Additionally and foremost, failure to comply with company policy shall be grounds for immediate termination.

 

This employment agreement may be terminated at any time by either party with proper notification.  This position is considered an “at-will” employment.

                                                                                                                                               

 

BENEFITS

Upon completing the 90 day introductory period, the full time employee will automatically be added to the company’s current health plan at no cost to the employee. Additional family members and dependents can be added and will be at an additional cost to the employee for which the employee authorizes LEGRANDE AFFAIRE Limousine Service, Inc. to deduct the cost  for the dependent(s) from their paycheck. The employee may opt to enroll in LeGrande Affaire’s supplemental accident insurance after completion of their 90 days.  LeGrande Affaire does not pay for this benefit.  Furthermore, LeGrande Affaire offers a 401K retirement plan.

 

                                                                                                                                               

 

VACATION

The following schedule is the standard vacation plan that is offered by LEGRANDE AFFAIRE Limousine Service, Inc. starting with the first year anniversary. Any variation to the vacation plan must be approved by management. A request for vacation must be submitted on a time off request form at least two weeks in advance. It is recommended that a vacation time off request be submitted as far in advance as possible.

One (1) week paid vacation after one (1) year anniversary of employment.

Two (2) weeks paid vacation after a two (2) year anniversary of employment.

Two (2) weeks paid vacation per year thereafter.

                                                                                                                                               

 

DRESS CODE

All employees are required to maintain a professional appearance at all times while on LEGRANDE AFFAIRE Limousine Service, Inc. property. Clothing which is found to be distracting, or less than desirable, such as tee shirts, pants with holes, clothing that have racial or offensive slogans, clothing which is revealing or any other objectionable form of clothing that does not present a professional appearance is not acceptable. If a employee arrives to work wearing clothing that is not acceptable, they will be required to change into acceptable clothing before their work day begins. Casual clothing that is professional and clean in appearance is required. Suit and tie for men or business dress for women is preferred and highly recommended.

                                                                                                                                               

 

SUMMARY

The ideal individual as the Human Resource Manager is one that takes pride and is dedicated to a job well done. Has thorough and current knowledge of all labor laws and practices. A self starter that can structure a department and perform all of the functions within the structure of the department. Capable of educating upper management of the responsibilities and procedures of the department. Has an outgoing personality that is pleasant and capable of making people feel comfortable and assured of being able to be approached and discuss any and all concerns to the ultimate conclusion, without negative recourse. Does their job in an impartial manner not having any prejudice, bias or emotion involved in their decisions, recommendations, performance and attitude. Has good communication and negotiation skills. Capable of arbitration of issues and grievances in a fair and impartial manner, quickly and to everyone’s satisfaction. Is highly organized and possesses good written and typing skills. Capable of handling many responsibilities simultaneously. Has good computer skills.  Displays a willingness to advance professionally and personally. Is a team player at all levels. Goes the extra step in whatever function they are performing to assure that duties are performed as well as possible. Maintains all records and necessary paperwork in a current, organized and readily accessible status. Protects the interest of the company and the employee. Maintains a professional appearance, in all respects, at all times. Is willing and capable of taking on extra responsibilities for professional advancement. Is capable of taking on issues with customers and addressing those issues to everyone’s satisfaction. Resolves problems and issues that arise in a professional and expedient manner. Is diligent in their efforts to constantly refine and introduce new operational procedures geared at accommodating growth for the company and the employee.

 

                                                                                                                                               

 

Due to the nature and responsibility of the position, this job description, functions and duties are subject to modification as necessary as the position evolves. This Job Description supersedes any and all previously written and distributed, prior to the date of this instrument.

                                                                                                                                               

 

 

I                                                           , the undersigned have read, agree to and have

(PRINT YOUR NAME)

received a copy of this job description.

 

                                                                                                Date:                          

(Employees Signature)

 

                                                                                                Date:                          

(LEGRANDE AFFAIRE Limousine Service, Inc.)