HR Program Administrator

reddyice; United States; On-site; USD 65,000 - 80,000; Full time

Job summary

Reddy Ice is seeking an HR Program & Vendor Administration Coordinator to administer HR programs and manage day-to-day vendor relationships, including HRIS/payroll, background and drug screening, recruiting agencies, benefits brokers, and wellness programs.

You will track invoices, support billing reconciliation, maintain contract records, and provide excellent service to employees while driving continuous improvement through lean tools.

Responsibilities

• Invoice, Billing & Reconciliation Administration: Develop and maintain a schedule to track HR invoices; review, code, reconcile, route invoices for payment; track discrepancies; maintain retention system for vendor invoices and contracts.

Job description

Job Requisition

JR24606 Worker Time Type

Full time Worker Sub-Type

Regular Shift

Job Description

POSITION PURPOSE

The HR Program & Vendor Administration Coordinator is responsible for administering HR programs and supporting the day-to-day management of HR third-party vendor relationships. This position coordinates invoice tracking, billing review, reconciliation support, internal reporting, and document retention for HR vendors and programs, including but not limited to HRIS/payroll, background screening, drug screening, third-party recruiting agencies, benefits broker services, vehicle mileage reimbursement, uniform programs, recognition programs, and health and wellness benefits. This role helps ensure HR programs are administered effectively and that Reddy Ice receives the services, deliverables, and contract benefits for which the Company is paying.

Demonstrates our "True North" attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction. Leads, collaborates and demonstrates the lean principles and utilizes the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilizes lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.

DUTIES & RESPONSIBILITIES

Invoice, Billing & Reconciliation Administration:

• Develop and maintain a schedule and process to track all HR-related bills and invoices, including monthly, quarterly, and annual billing cycles.
• Review, code, reconcile, and route HR-related invoices and billing for approval and payment in partnership with Finance and HR leadership.
• Track and report invoice discrepancies, unusual charges, missing documentation, or billing concerns internally for review and follow-up.
• Develop and maintain an effective retention system to file, organize, and retrieve vendor invoices, billing records, contract documents, and related support documentation.

Program Administration & Customer Service:

• Administer assigned HR programs.
• Maintain clear processes, documentation, and tracking tools to support consistent execution of HR programs.
• Administer the program to employees, answering questions, responding timely and following through on program commitments. This may include tracking, follow up, and coordination of details necessary for the program to run successfully.
• Make recommendations for administrative efficiencies.
• Communicate program updates to employees.
• Provide an excellent level of service to employees, providing appropriate information in response to their inquiries, and ensuring that even difficult decisions are communicated with tact and respect.
• Collaborate with leadership when issues need to be escalated.

Vendor Contract & Deliverable Administration:

• Maintain an overall understanding of service expectations, contracted deliverables, billing terms, and payment requirements for major HR vendor contracts, including but not limited to HRIS/payroll, background and drug screening, third-party recruiting agencies, benefits broker services, financial wellness, health and wellness, vehicle mileage reimbursement, Docusign, rewards and recognition vendors, and uniform programs.
• Track whether Reddy Ice is receiving the services, deliverables, access, reports, credits, support, and other contract services included in vendor agreements.
• Maintain a vendor contract calendar that includes renewal dates, notice periods, pricing terms, billing cycles, key deliverables, and internal points of contact.
• Partner with HR leadership, Legal, Procurement, and Finance as needed to support contract administration, renewals, invoice review, and internal follow-up.
• Organize and retain contracts, amendments, statements of work, pricing schedules, renewal notices, invoices, and related documentation so current and historical records can be easily retrieved when needed.
• Process vendor invoices for payment in a timely manner.

True North & Continuous Improvement

• Demonstrate Reddy Ice's True North attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has continuous improvement mindset in every facet of leadership and daily interaction.
• Demonstrate the lean principles and utilize the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilize lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement.
• Lead and participate in Kaizen and value stream mapping activities.
• Make and assume other duties and responsibilities required or assigned by management.

Adhering to the Code of Business