Human Resources Administrator in Glen Allen, Virginia at Kalyan Hospitality

About the Role:
The HR Administrator supports the HR team by managing administrative, compliance, recordkeeping, and reporting functions across multiple hotel properties and states. Key areas include compliance postings, OSHA recordkeeping, J-1 and H-2B administration, ADP data accuracy, electronic filing, payroll review, year-end tax filings, training and anniversary tracking, and HR analytics. The role also serves as backup for HR transactions in ADP and as a frontline resource for manager questions and requests. This role is 100% on-site Monday-Friday.

Minimum Qualifications:

• 1–2 years of experience in an HR, payroll, or administrative support role.
• Proficiency with HRIS systems and Microsoft Office, especially Excel.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.

Preferred Qualifications:

• Experience with ADP Workforce Now, including payroll and reporting.
• Experience with J-1, H-2B, or other visa program administration.
• Familiarity with OSHA recordkeeping and multi-state employment compliance.
• Data analysis and reporting experience (e.g., Excel pivot tables, dashboards).
• Experience in hospitality or a multi-location environment.

Responsibilities:

Manager Support

• Serve as a primary contact for manager questions and requests, escalating issues to the HR Manager or HR Generalist as appropriate.
• Track milestone service anniversaries, send reminders to managers, and follow up on recognition.

Compliance & Safety

• Maintain current federal, state, and local compliance posters at each property.
• Manage OSHA recordkeeping, including ensuring managers complete incident forms, maintaining 300 logs, and posting annual 300A summaries.
• Review minimum wage and tipped wage laws in all operating states and audit pay practices for compliance.
• Administer E-Verify for applicable properties.

J-1 & H-2B Programs

• Administer J-1 and H-2B programs, including paperwork, sponsor and agency coordination, deadline tracking, and research on program requirements.

HRIS, Records & Data Accuracy

• Serve as backup for ADP transactions, including terminations, status changes, benefits updates, and profile maintenance.
• Audit ADP records to verify that PTO policies, benefits eligibility, and settings match each employee's status.
• Serve as backup for I-9 verification and onboarding.
• Manage electronic filing and maintain organized, compliant personnel records.
• Manage record retention, including archiving and purging personnel, I-9, and payroll records according to retention schedules.
• Pull ADP reports for payroll, workers' compensation, insurance, benefits, and other audits.
• Complete state new hire reporting where not handled by ADP.
• Process and route state and agency mail, including SUI rate notices, tax notices, and wage verification requests.
• Process employment verification requests promptly and compliantly.

Payroll, PTO & Year-End

• Conduct a second review of payroll across all entities each cycle.
• Serve as payroll backup.
• Serve as backup for garnishment processing, including setup, updates, and agency responses.
• Ensure PTO policies are assigned to all eligible employees, monitor requests made without a balance or before eligibility, and follow up with managers.
• Prepare, review, and ensure timely filing of Form 940 (FUTA) by January 31.
• Coordinate W-2 distribution to employees and SSA filing by January 31.

Audits & Insurance

• Support payroll, workers' compensation, and insurance audits, including census data, employee changes, and carrier requests.

Leave, Unemployment & Separations Support

• Assist with the leave tracker and with FMLA and leave paperwork.
• Assist with documentation for VEC and other state unemployment claims.
• Assist with Virginia and Pennsylvania separation notices and workers' compensation claim paperwork as needed.

Training, Reporting & Analytics

• Maintain the training tracker, monitor completion, and coordinate training implementation, including manager training.
• Analyze retention and turnover trends by property and position, and develop HR metrics and reports.
• Coordinate employee surveys and summarize results.

Projects & Recruiting Support

• Assist with documenting HR standard operating procedures (SOPs).
• Assist with recruiting and reference checks as needed.
• Perform other HR duties as assigned.

Confidentiality:
This role handles sensitive employee, payroll, benefits, and immigration information and must maintain strict confidentiality at all times.

Skills:
Strong organization and attention to detail are essential for managing deadlines, records, and compliance across multiple properties. Proficiency with ADP Workforce Now and Excel is important for payroll review, reporting, and analysis. Clear communication, a service-oriented approach, and the ability to manage a high volume of requests in a fast-paced environment are key to success in this role.