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Human Resource & Facilities Specialist

Posted On: Tuesday, May 11, 2021

Job Description

From our Virginia Beach office, the Human Resource Specialist will oversee daily Human Resource (HR) functions including, but not limited to, interviewing candidates for staff openings, overseeing staff time and attendance, onboarding and recruiting, assisting with firm communications, coordinating staff training, enforcing company policies and practices, as well as basic facilities functions.

Supervisory Responsibilities:

  • Oversee the scheduling, assignments, and daily workflow of designated support staff.
  • Assist designated Executive Committee member with constructive and timely performance evaluations.


  • Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments. This may include safety training, anti-harassment training, professional licensure, and aptitude exams and certifications.
  • Recruits, interviews, and facilitates the hiring of qualified job applicants for open staff positions; sits on the Recruiting Committee to assist with hiring of qualified job applicants for open attorney positions; collaborates with departmental managers to understand skills and competencies required for openings.
  • Conducts or acquires background checks and employee eligibility verifications.
  • Implements new hire orientation and employee recognition programs.
  • Performs routine tasks required to administer and execute human resource programs including but not limited to disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.
  • Handles discipline and termination of employees in accordance with company policy.
  • Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate internal channels.
  • Monitors and ensures compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.
  • Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.
  • Performs routine tasks required to administer and execute facilities management of firm’s three offices.
  • Administers firm crisis management planning and implementation including but not limited to managing fire drill and evacuation events and communications.
  • Performs other duties as assigned.
  • Reports directly to designated Executive Committee member. 

Specific Job Functions:

  • Assist designated Executive Committee member with maintaining all firmwide policies and procedures and communications regarding updates.
  • Post staff job openings and listing vacant and new positions.
  • Create and update job descriptions and job functions for staff.
  • Oversee hourly staff timesheets and other attendance issues.
  • Conduct staff employment verifications.
  • Handle staff and firmwide events and other entertainment planning including firm annual meetings, firm holiday parties, Legal Food Frenzy events, Administrative Professionals Day events and firmwide holiday charity project.
  • Assist with telephone/video conferencing/phone maintenance and related training.
  • Assist designated Executive Committee member with firmwide communications, such as office closures, bad weather messaging, and staff anniversary and birthday notices, sympathy gifts and cards, as well as scam email alerts and notices.
  • Handle staff applicants and other human resources or facilities inquiries from and related email communications.
  • Oversee housekeeping and facilities management, including office supply management.
  • Oversee firm courier services and related needs.
  • Oversee new office set ups, and coordinate office space planning.
  • Oversee onboarding and new hire training (attorneys and staff).
  • Benefits administration.
  • Assist designated Executive Committee member with various other HR and facilities tasks, as needed.
  • Oversee firm crisis management planning and implementation including but not limited to managing fire drill and evacuation events and communications.
  • Assist Director of Marketing with install and maintenance of office signage including sign on Town Center office building.
  • Maintain Master Employee List and Firm Roster
  • Manage staff resource allocation and coverage during absences, vacations, etc.
  • Manage staff relations and attorney/staff disputes and complaints; report to Executive Committee member as appropriate
  • Compliance management, i.e. employee residency matters, compliance posters, etc.
  • Assist with Policies and Procedures maintenance and communicatons

Required Skills/Abilities:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal, negotiation, and conflict resolution skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to act with integrity, professionalism, and confidentiality.
  • Thorough knowledge of employment-related laws and regulations.
  • Proficient with Microsoft Office Suite, and other related software.
  • Proficiency with or the ability to quickly learn the organization’s Paylocity HRIS and talent management systems.

Education and Experience:

  • Bachelor’s degree in Human Resources, Business Administration or related field preferred.
  • At least three years of HR experience preferred.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to access and navigate each department at the organization’s facilities.