Field HR Representative

 

POSITION PURPOSE AND SUMMARY

 

The Field Human Resources Representative will support HR operations, while providing focused expertise for California and West Coast locations, particularly in compliance and employee-facing processes. This role is essential in managing ADA and FMLA administration, ensuring I‑9 compliance, conducting audits, preparing reports, and contributing to employee experience initiatives. The ideal candidate is proactive, reliable, detail‑oriented, and able to handle confidential information with the highest level of professionalism. Experience with California employment law and policy is required.

 

MAJOR / KEY JOB DUTIES

 

ADA Administration

• Assists with managing the full ADA interactive process from start to finish.
• Sends ADA forms and communications; assists employees in understanding documentation.
• Reviews medical notes and follow up with providers when additional details are needed.
• Drafts accommodation letters and coordinates signatures with employees and General Managers.
• Maintains ADA files and tracks accommodation expiration dates; follow up with employees and managers for renewal or closures.

 

FMLA & Leave Support

• Partners with Benefits Department to assist in tracking employees currently on or approaching FMLA eligibility.
• Coordinates with the LOA team to ensure accurate communication and ADP status updates.
• Provides employees with FMLA information and guides them through the Lincoln application process.
• Maintains consistent communication with employees and managers regarding leave status.

NSR Audits

• Conducts full NSR audit processes, including reviewing and comparing call logs.
• Completes all follow up actions to ensure accuracy and compliance.

I-9 Compliance

• Provides support and guidance to managers on proper I-9 procedures.

 

Documentation & Archive Management

• Maintains organized filing archives for ADA cases and involuntary terminations.
• Monitors case status and maintains ongoing communication with employees and managers.

 

Employee Experience & Interviews

• Conducts GM Exit Interviews and GM Stay Interviews to understand trends

 

Additional HR Support

• Supports meal break compliance monitoring.
• Supports with Investigations.
• Assist with ADP reporting and legal request preparation.

 

OTHER DUTIES

 

• All other duties as assigned

Qualifications

KNOWLEDGE, SKILLS, ABILITIES & COMPETENCIES

• Strong communication skills, both written and verbal
• Highly self‑aware with a proven ability to stay focused, organized, and accountable while working remotely
• Strong Word, PowerPoint, SharePoint and Excel skills
• Great at building strong working relationships across functions to achieve results
• Strong organizational, planning and execution skills
• Self-motivated; ability to work independently and as part of a team
• Ability to work in a fast-paced environment with multiple priorities
• Experience in managing agency and partner resources
• Demonstrated experience in maintaining positive vendor relationships
• Operates with integrity and trust in handling highly confidential information

 

ENVIRONMENTAL JOB REQUIREMENTS

 

• Must have a dedicated, quiet, and private workspace free from ongoing interruptions.