Human Resources and Legal Specialist

CCS Facility Services; Costa Mesa (CA); On-site; USD 80,000 - 85,000; Full time

Job summary

CCS Facility Services seeks a Human Resources and Legal Specialist to manage subpoenas, employee records, and formal requests across HR, Payroll, and Operations. You will coordinate production, ensure accuracy, and uphold company policy and legal compliance.

Responsibilities include maintaining a centralized tracking system, coordinating with attorneys and external parties, and safeguarding confidential information.

Qualifications

• High school diploma or equivalent required; associate degree or additional education in legal studies, business administration, human resources, or a related field preferred.
• Experience in legal administration, records management, Human Resources, payroll, compliance, or related administrative role preferred.
• Experience handling subpoenas, personnel records, payroll records, or confidential employee information strongly preferred.
• Bilingual in English and Spanish is a plus.

Responsibilities

• Receive, review, log, and track subpoenas and other formal requests for employee, personnel, payroll, wage, timekeeping, and employment records.
• Coordinate the collection and timely production of responsive records from HR, Payroll, Operations, and other internal departments.
• Review records for completeness and accuracy and escalate complex requests to HR leadership or legal counsel as appropriate.
• Maintain a centralized tracking system for subpoenas and records requests, including deadlines and statuses.
• Communicate and coordinate with attorneys, government agencies, outside counsel, subpoena services, and other authorized requesting parties as needed.
• Maintain organized and confidential electronic records following privacy, retention, and release requirements.
• Assist with legal holds, document preservation, employment verification, audits, and litigation-related record collection as assigned.
• Perform other related duties as assigned.

Skills

Legal administration

Records management

HRIS

Confidentiality

Communication

Education

High school diploma

Associate degree or higher in legal studies / business / HR

Tools

Microsoft Office

HRIS systems

Job description

About CCS

CCS Facility Services is one of the largest building service contractors in the United States, providing expert janitorial and facility engineering services to thousands of commercial businesses with a deep bench of experienced cleaning and engineering professionals. Guided by a Service Heart we are a company Built to Serve with a passion to exceed our customer’s expectations.

Acerca de CCS

CCS Facility Services es uno de los proveedores de servicios para edificios más grandes de los Estados Unidos, que brinda servicios de limpieza e ingeniería de instalaciones y edificios a miles de empresas comerciales con un amplio grupo de profesionales experimentados en limpieza e ingeniería. Guiados por un Corazón de Servicio, somos una empresa dedicada a Servir con pasión para superar las expectativas de nuestros clientes.

Job Details

CCS Facility Services is seeking a Human Resources and Legal Specialist to manage the intake, tracking, and production of subpoenas and other formal requests for employee, personnel, payroll, wage, timekeeping, and employment records. This role serves as the central point of coordination between Human Resources, Payroll, Operations, legal counsel, and outside requesting parties, ensuring records are produced accurately, on time, and in compliance with Company policy and applicable law.

Essential Duties and Responsibilities

• Receive, review, log, and track subpoenas and other formal requests for employee, personnel, payroll, wage, timekeeping, and employment records.
• Coordinate the collection and timely production of responsive records from Human Resources, Payroll, Operations, and other internal departments.
• Review records for completeness and accuracy and elevate complex, sensitive, or questionable requests to Human Resources leadership or legal counsel as appropriate.
• Maintain a centralized tracking system for subpoenas and records requests, including deadlines, status, correspondence, records produced, and completion dates.
• Communicate and coordinate with attorneys, government agencies, outside counsel, subpoena services, and other authorized requesting parties as needed.
• Maintain organized and confidential electronic records while following Company requirements for privacy, document retention, and the release of employee information.
• Assist with legal holds, document preservation, employment verification, audits, litigation-related record collection, and other HR or compliance-related projects as assigned.
• Perform other related duties as assigned.

Qualifications/Competencies

• High school diploma or equivalent required; associate degree or additional education in legal studies, business administration, human resources, or a related field preferred.
• Prior experience in legal administration, records management, Human Resources, payroll, compliance, or a related administrative role preferred.
• Experience handling subpoenas, personnel records, payroll records, or confidential employee information strongly preferred.
• Bilingual in English and Spanish is a plus.
• Strong organizational skills with excellent attention to detail and accuracy.
• Ability to manage multiple requests, priorities, and strict deadlines.
• Strong written and verbal communication skills.
• Ability to exercise discretion and maintain a high level of confidentiality.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with HRIS, electronic document-management, or case-tracking systems preferred.

Closing

CCS Facility Services business foundation is our people. We recognize, invest, and promote from within. Unified by our core values, you will discover a sense of community of amazing colleagues who are passionate and guided by a Service Heart to provide the best employee and customer experience.

Compensation

80,000 - 85,000