HR Specialist

Company Overview: Fueling Growth, Empowering People

With over 30 years in the industry, Vesta manages 800+ community contracts and serves Florida’s top communities. Our team of 1,000+ associates is proud to be recognized as one of Florida’s Top Workplaces.

Our People

• Our associates are our greatest asset. We hire trusted individuals and empower their growth through training, coaching, and feedback, ensuring they have the tools to succeed.
• Collaboration and Culture
• We thrive on a collaborative culture where respect and recognition drive engagement, creating an environment where all team member’s contributions are valued.
• Growth, Standards, and Client Focus
• We focus on continuous growth and uphold the highest standards of professionalism and integrity, delivering exceptional service to our clients who entrust us with their communities.

Human Resource Specialist Job Description

Hours: Full Time (30+ hours per week)

FLSA Status: Non-Exempt (Hourly)

The HR Specialist plays a key role in supporting all facets of human resources, including administrative tasks, recruitment, and managing the full cycle of onboarding for new hires. Acting as a bridge between HR operations and employee engagement, this role focuses on building strong relationships, facilitating employee programs, and enhancing the overall employee experience. The HR Specialist ensures that HR initiatives are executed efficiently while fostering a positive and supportive workplace culture.

RESPONSIBLITIES AND DUTIES

• Manage full-cycle onboarding for new hires, ensuring a smooth and compliant integration into the company.
• Manage new-hire paperwork, orientation scheduling, and system access.
• Track employment documentation, certifications, licenses, and compliance deadlines.
• Maintain and update HR files and records, ensuring accuracy and compliance with company policies and legal requirements.
• Support HR initiatives, including training, employee engagement, and compliance projects.
• Process background checks, drug screenings, and employment eligibility verification.
• Review monthly Screening One invoices to ensure accuracy and proper billing.
• Coordinate recruitment efforts, including posting job openings, screening candidates, scheduling interviews, and maintaining candidate records.
• Support recruitment events, job fairs, and other talent acquisition initiatives.
• Conduct weekly orientation sessions for new employees, introducing them to company policies, procedures, and culture.
• Order and distribute labor law posters to all company locations.
• Prepare and send weekly HR reports, including I-9 pre-hire status, benefits reminders, and new hire orientation updates.
• Run Motor Vehicle Reports (MVRs) for all employees as required.
• Initiate, submit and monitor E-Verify cases for all new hires in compliance with federal and state regulations.
• Assist with offer letter preparation and pre-employment requirements.
• Serve as a first point of contact for general HR inquiries and direct employees to appropriate resources.
• Assist in distributing HR announcements, policy updates, and training communications.
• Support employee engagement activities and internal events.
• Ensure completion and tracking of required trainings and acknowledgments.
• Assist with internal audits and compliance reporting.
• Provide administrative support to the Chief of HR, including managing calendars, scheduling meetings, and coordinating appointments.
• Coordinate internal communications and HR-related events or meetings.
• Support updates to employee handbooks, SOPs, and HR templates.
• Ability to handle confidential information with discretion.
• Consistently maintain a professional and courteous demeanor when interacting with employees, managers, board members, and external partners.

REQUIRED EXPEREINCE AND QUALIFICATIONS

• Associate or Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• 2–5 years of administrative or HR support experience preferred.
• Experience in community management, property management, or multi-site operations is a plus.
• Strong organizational and time-management skills.
• High attention to detail and accuracy with documentation.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and HRIS systems.
• Ability to manage multiple priorities in a fast-paced environment.

PHYSICAL DEMANDS AND WORK ENVIROMENT

• This role is primarily sedentary, with extended periods of sitting at a desk or working on a computer.
• Occasional lifting of items up to 20 lbs may be required.
• Work is performed in a standard office environment with typical office noise and conditions.
• May require occasional travel between company locations or for HR-related events.

BENEFITS

We’re proud to offer a well-rounded, people-first benefits program designed to support you and your family — even your pets! From comprehensive medical, dental, and vision coverage to life insurance, disability protection, and 401(k) retirement plans, we’ve got you covered at every stage of life.

We also go beyond the basics with unique perks like a Health Savings Account (HSA), Flexible Spending Account (FSA), and a Pet Discount Plan to help you care for every member of your household.

And because your well-being matters to us, Vesta provides free counseling sessions, legal advice, professional development opportunities, and an amazing referral program — available to both full-time and part-time associates!

At Vesta, we’re more than just a workplace — we’re a community that invests in you.

AAP/EEO Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE

In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.