Job Vacancies at Lobster Ink

Purpose of role

• The HR Representative's role is to support Lobster Ink Global and manage the full end-to-end HR functions of the employee life cycle and function as a trusted HR advisor to Lobster Ink employees. The highly experienced HR Representative will also be responsible for managing HR processes, implementing policies and procedures, handling employee relations issues, and providing guidance to management and staff on all HR-related matters.

Key Responsibilities

• Coordinate and manage all HR-related activities for the company
• Develop and implement HR policies, procedures, and practices by relevant legislation and best practices on a global scale
• Provide advice and guidance to management and staff on HR-related matters, including employee relations, performance management, and compliance with employment laws and regulations.
• Communicate HR-related matters effectively, ensuring communications are relevant and informative through various channels, emails, Teams, HR newsletter, etc.
• Precise implementation of ISO compliance standards
• Manage the recruitment and selection process, including job postings, applicant screening, and interviewing
• Facilitate and manage the onboarding process for all new hires from pre-to-post key milestones
• Manage the termination process by performing exit interviews and processing the relevant information and documentation for the different stakeholders
• Conduct training sessions on HR policies, procedures, and practices for management and staff
• Handle employee relations issues, including conflicts, grievances, and disciplinary procedures
• Administer and manage compensation and benefits programs, including salary and bonus programs, and health and wellness benefits
• Maintain accurate and up-to-date HR records and documentation, including personnel files, job descriptions, and performance evaluations
• Participate in the development and implementation of HR-related initiatives, such as diversity and inclusion programs, employee engagement surveys, employee wellness, and recognition programs
• Ensure compliance with all applicable employment laws and regulations
• Extract employee data about performance, turnover, and absenteeism as well as offer insightful analysis of this data from the payroll and HR system
• Manage and facilitate Health & Safety Committee meetings every quarter for South Africa and ensure Health & Safety compliance measures are implemented and monitored as per requirements
• Accurate and up-to-date record and information management on all employee data including leave management on Workday for all countries
• Effective Payroll management by submitting relevant global payroll information, accurately and within the stipulated timeframes every month, working closely with the country-specific Ecolab payroll administrators
• Managing the Independent Contractors (IC) platforms in the respective countries, ensuring accurate IC information and documentation, payments, and assisting management in building a talent pipeline via proactive sourcing
• Assist with queries timeously, accurately, and professionally
• Support the Global Head of HR with other relevant HR projects and initiatives

Skills / Competencies

• Excellent communication, interpersonal, and problem-solving skills
• Strong analytical and critical thinking skills
• Confident HR Advisor
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism
• Strong influencing skills

Minimum experience required

• Minimum of 5 years of experience as an HR generalist
• International global matrix organization will be an advantage
• Proficient in Microsoft Office/windows, etc.
• Excel Advance
• Sound knowledge of South African labor laws & additional global countries will be an advantage
• Workday proficiency is essential
• Greenhouse proficiency is essential
• Independent contractor's platform knowledge - Upwork, Shortlist/Worksuite experience will be an advantage

Minimum qualifications/education

• Bachelor’s degree in human resources management or a related field

Who you are?

• Able to work under pressure, prioritize and multi-task
• Organized and structured, to meet and exceed deadlines
• Sound ethical values
• Self-driven & energetic
• Innovative and strive to drive change & ongoing improvement
• Resilient & manage change effectively
• Ability to work independently and collaboratively
• Attention to detail
• Results driven
• Consistent, fair, and objective

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What will you do in this role?

• We are looking for an experienced Receptionist and Finance administrator (at least 3-5 years of experience) to organize and oversee our reception area. As a Finance administrator, your role will be invoicing, filing, and general assistance to the finance team. Having a finance background/experience will be beneficial.
• As a Receptionist, you will be the ambassador of the company’s first impressions on the guests and visitors. Your goal is to maintain an efficient and professional, yet welcoming and customer friendly reception environment, making your Proactive, Upbeat (enthusiastic), and friendly persona vital for this role.
• This person will form part of the Finance & HR teams and must therefore always ensure the highest confidentiality and discretion.

Key Task & Responsibilities

• Responsible for creating customer invoices in the ERP system
• Sending the new invoices to the customer
• Following up on all outstanding customer debt
• Respond to all customer queries.
• Verify supplier banking details
• Completing all customer and supplier forms
• Ad-hoc accounting tasks
• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly
• Manage office supplies inventory and place orders as necessary
• Perform receptionist duties: greet visitors, and answer and direct phone calls
• Receive and sort incoming mail and deliveries, and manage outgoing deliveries
• Provide other administrative support as necessary, including scheduling group meetings
• Co-ordinating and facilitating certain staff events including monthly Town Halls & socials as well as assisting with special social events (Heritage Day, Women’s Month, Year End Party)
• Ensure that all invoices for office supplies are submitted timeously onto the Finance Payment Portal.
• Assist the HR team with welcoming and facilitating all new employees through the Induction process (including the office tour, parking access, meeting room tutorial, and general assistance).
• Managing the programming of access tags and parking tags for new staff members as well as deactivating tags for staff members who are leaving Lobster Ink.
• Any other ad-hoc administrative/supportive assistance to HR
• Organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety.
• Overseeing and facilitating office maintenance and repairs for the office and always ensuring a safe working environment

Skills / Competencies 

• Knowledge of the above finance administration task will be advantageous  
• Budget management 
• Proficient in Apple and Google Business software, including email, spreadsheets, Apple hardware (iMac and desktop) and databases. 
• Proficient in Excel 
• Excellent time management especially in a multitasking environment
• Strong communication skills 
• Sound judgement and critical thinking especially in a multitasking environment 
• Highly organized with a structured approach to tasks 
• Excellent attention to detail 
• Able to prioritize effectively 
• Excellent attention to detail 
• Effective problem solving skills 
• Own transport is a must for ad-hoc office purchases 
• Must be skilled at establishing and maintaining effective working relationships with internal and external customers, co-workers, and peers.
• Maintaining the highest level of confidentiality with Sensitive information while working under tight and often competing deadlines.

Minimum experience required

• 3 – 5 years’ experience in an a receptionist/finance administrative role with proven track record of success 

Minimum qualifications/education

• Must have obtained Matric 
• Bachelor’s degree/Diploma in finance administration or related field will be advantageous 

Who are you?

• Innovative 
• Displays grit 
• Must be a self-starter and driven 
• Strong interpersonal skills 
• High integrity and strong ethical values 
• Able to perform under pressure 
• Reliable at all times 
• Willing to go the extra mile 
• Positive attitude 
• Effective time management skills