Operations Coordinator

Planet 13 is proud to be one of the largest, most advanced and sustainable providers of medical cannabis in Florida. Our mission is to help our Florida friends and neighbors live their healthiest lives with our all-natural, sun-grown cannabis products.

We are currently looking for an Operations Coordinator to join our HR team! The Operations Coordinator provides administrative and operational support to the Human Resources and Executive teams by coordinating employee-related processes, maintaining records and documentation, supporting compliance initiatives, and ensuring efficient day-to-day office operations. This role serves as a key resource for:

• Onboarding coordination
• Internal communications
• Document management
• Employee programs
• Administrative support functions

The Operations Coordinator operates in a confidential environment and is responsible for maintaining accurate records, supporting organizational initiatives, and ensuring timely completion of assigned responsibilities while providing exceptional internal customer service.

Essential Duties and Responsibilities

(Note: Other duties may be assigned)

• Sort, scan, distribute, and manage incoming mail, packages, and correspondence, ensuring timely routing to the appropriate departments.
• Print, track, and manage employee badges; assign badge and security access as directed; and ensure badges and access are deactivated upon employee separation.
• Coordinate the printing, organization, secure distribution, and mailing of:
  • Employee paychecks
  • Vendor payments
  • Other company checks while ensuring accurate recordkeeping and compliance with internal controls.
• Assist with HR audits and system reviews, including:
  • Bitrix audits
  • Document accuracy reviews
  • Maintenance of PAR logs
  • HR tracking spreadsheets
  • Advisory record updates
  • Preparation of reports for data integrity and compliance
• Maintain and organize HR and administrative records by:
  • Preparing, routing, scanning, tracking, and filing documents
  • Following established procedures
• Support general administrative and operational tasks to ensure efficient day-to-day office operations.
• Coordinate onboarding logistics, including:
  • Preparation and distribution of onboarding materials
  • Tracking completion of required paperwork
  • Scheduling support
  • Communication with new hires throughout the process
• Distribute HR-related communications, letters, notices, and employee correspondence as directed.
• Support internal job postings and employee announcements, including:
  • Coordination of internal transfer requests
  • Communication of status updates
  • Responding to general questions regarding announcements
  • Routing HR-related inquiries to the appropriate team member
• Support the recruitment process by:
  • Reviewing applications
  • Screening candidates
  • Coordinating and participating in interviews
  • Providing guidance to hiring managers for consistent hiring decisions
• Assist with collecting employee acknowledgments and signatures for:
  • Company policies
  • Procedures
  • Compliance-related updates
  • Other companywide initiatives, as directed
• Maintain the onsite HR bulletin board, ensuring all postings and communications are:
  • Current
  • Accurate
• Assist the HR team by organizing documentation related to:
  • Workers' compensation claims
  • Leave administration
  • Investigations
• Prepare materials, documentation, and files for:
  • HR reviews
  • Audits
  • Meetings
  • Investigations, as directed
• Support filing, tracking, and maintenance of:
  • Compliance-related records
  • Documentation
• Support FMLA and ADA administration by:
  • Tracking documentation
  • Coordinating communications
  • Maintaining records
  • Assisting with leave-related administrative processes
• Coordinate employee recognition programs, including:
  • Birthdays
  • Employee of the Quarter
  • Sympathy cards
  • Other employee engagement initiatives
• Coordinate ordering and stocking of:
  • Office supplies
  • Breakroom items
  • Beverages, snacks, and basic office amenities for executive and HR office areas
• Monitor inventory levels and replenish:
  • Office supplies
  • Breakroom supplies, as needed
• Assist with:
  • Creating
  • Updating
  • Maintaining job descriptions
  • Uploading documents within PowerDMS and other HR systems
• Activate, deactivate, and maintain company-issued SunPass accounts.
• Comply with all HR policies, including:
  • Confidentiality
  • Non-disclosure agreements
• Assist with implementing:
  • Company policies
  • Standard operating procedures
  • Performance standards
• Maintain a clean and organized work environment.
• Daily compliance with Company policies, including:
  • State/local regulations
  • Security protocols
  • Access protocols
  • Dress code
  • Work schedules