What are the responsibilities and job description for the Operations Coordinator position at Planet 13?
We are currently looking for an Operations Coordinator to join our HR team! The Operations Coordinator provides administrative and operational support to the Human Resources and Executive teams by coordinating employee-related processes, maintaining records and documentation, supporting compliance initiatives, and ensuring efficient day-to-day office operations. This role serves as a key resource for onboarding coordination, internal communications, document management, employee programs, and administrative support functions. The Operations Coordinator operates in a confidential environment and is responsible for maintaining accurate records, supporting organizational initiatives, and ensuring timely completion of assigned responsibilities while providing exceptional internal customer service.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Sort, scan, distribute, and manage incoming mail, packages, and correspondence, ensuring timely routing to the appropriate departments.
- Print, track, and manage employee badges; assign badge and security access as directed; and ensure badges and access are deactivated upon employee separation.
- Coordinate the printing, organization, secure distribution, and mailing of employee paychecks, vendor payments, and other company checks, ensuring accurate recordkeeping and compliance with internal controls.
- Assist with HR audits and periodic system reviews, including Bitrix audits, document accuracy reviews, maintenance of PAR logs, HR tracking spreadsheets, administrative records, and preparation of reports to ensure data integrity and compliance.
- Maintain and organize HR and administrative records by preparing, routing, scanning, tracking, and filing documents in accordance with established procedures.
- Support general administrative and operational tasks to ensure efficient day-to-day office operations.
- Coordinate onboarding logistics, including preparation and distribution of onboarding materials, tracking completion of required paperwork, scheduling support, and communication with new hires throughout the onboarding process.
- Distribute HR-related communications, letters, notices, and employee correspondence as directed.
- Support internal job postings and employee announcements, including coordination of internal transfer requests, communication of status updates, responding to general questions regarding announcements, and routing HR-related inquiries to the appropriate team member.
- As needed, support the recruitment process by reviewing applications, screening candidates, coordinating and participating in interviews, and providing guidance to hiring managers to support consistent and effective hiring decisions.
- Assist with collecting employee acknowledgments and signatures for company policies, procedures, compliance-related updates, and other companywide initiatives as directed.
- Maintain the onsite HR bulletin board and ensure all required postings and communications remain current and accurate.
- Assist the HR team by organizing documentation related to workers' compensation claims, leave administration, investigations, and other HR-related matters.
- Prepare materials, documentation, and files for HR reviews, audits, meetings, and investigations as directed.
- Support filing, tracking, and maintenance of compliance-related records and documentation.
- Support FMLA and ADA administration by tracking documentation, coordinating communications, maintaining records, and assisting with leave-related administrative processes as directed.
- Support coordination of employee recognition programs, including birthdays, Employee of the Quarter, sympathy cards, and other employee engagement initiatives.
- Coordinate ordering and stocking of office supplies and breakroom items; ensure availability of beverages, snacks, and basic office amenities for executive and HR office areas.
- Monitor inventory levels and replenish office and breakroom supplies as needed to support daily operational needs.
- Assist with creating, updating, and maintaining job descriptions, including filing and uploading documents within PowerDMS and other HR systems.
- Activates, deactivates, and maintains company-issued SunPass accounts
- Comply with all HR policies including confidentiality and non-disclosure.
- Assist with the implementation of company policies, standard operating procedures, and performance standards.
- Maintain a clean and organized work environment.
- Daily compliance with Company policies including but not limited to; state/local regulation compliance, security protocols, access protocols, dress code, and work schedules.
Requirements:
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
At least 21 years of age or older.
Ability to pass drug testing and a Level 2 Florida State background check.
Benefits:
Health, dental, and vision insurance offered.
Paid time off, including major holidays.
Sick Time.
401k retirement plan.
Employee discount.
Early access to wages ahead of payday.
Critical Illness Insurance.
Life Insurance.
- Short- and Long-Term Disability.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk; sit; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance and taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
This job position may involve exposure to cannabis, cannabis odors, and cannabis smoke, which is a Schedule I controlled substance under federal law.