Office Administrator

Office Administrator

We are seeking a highly organized and detail-oriented Office Administrator to support the daily operations of our office while assisting with human resources tasks. The company is growing and we anticipate this person will support around 25-50 Employees. This multi-faceted position will involve managing the office, handling administrative duties, and assisting the Director of Operations with employee records, onboarding, and other HR-related activities. The ideal candidate will be proactive, efficient, and a team player with a strong ability to manage multiple responsibilities.

Administrative Responsibilities

• Keep key business licenses current.
• File business reports through the various Secretary of State offices as needed.
• Organize the company calendar and schedule appointments and meetings
• Assist with travel arrangements, hotel bookings, and itineraries for staff and management.
• Register company vehicles/equipment.
• Manage office supplies, ensuring adequate stock levels and placing orders when necessary.
• Open and distribute mail and assist with outgoing mail.
• Maintain a clean, safe and organized office environment (including office upgrades, refreshments, decorating, etc.).
• Coordinate with property management for office maintenance and utilities.
• Manage vendor contracts and office-related service agreements.
• Assist in document notarization.
• Manage website updates and order and disseminate marketing materials, gifts, company apparel, etc.
• Organize employee outings, groundbreaking events, holiday celebrations, and other company events.
• Light data entry and recordkeeping.
• Organize and maintain office files, both physical and electronic, ensuring easy access and confidentiality.
• Greet visitors, clients, and vendors, and provide excellent customer service.
• Assist with credit card expense tracking.
• Organize and maintain company calendar tracking PTO, sick days, office travel and meetings.
• General administrative assistance to company Owners and Director level employees.
• Coordinate IT support, including troubleshooting basic issues and liaising with external IT service providers.

Human Resources Responsibilities

• Support new employee onboarding, including preparing orientation materials, setting up workstations, and ensuring all HR documentation is completed.
• Assist with the recruitment process, including posting job openings, scheduling interviews, and communicating with candidates.
• Coordinate employee training sessions and development programs.
• Maintain employee records and update HR databases with new hires, terminations, promotions, and other personnel changes.
• Assist in the administration of employee benefits programs, including health insurance and retirement plans.
• Support with performance management processes, including scheduling performance reviews and organizing performance review files.
• Monitor employee satisfaction, retention rates, and manage employee development programs.
• Time and attendance tracking, payroll processing, and proper classification of employees.
• Prepare and distribute company-wide communications related to HR policies and initiatives.
• Maintain compliance with federal and state employment laws and regulations.
• Assist with workers compensation claims and workplace safety initiatives.
• Assist with drafting and updating job descriptions.
• Manage and update organizational charts.

Qualifications:

• Proven experience as an office administrator or in a similar administrative role.
• Familiarity with human resources practices and policies.
• Excellent organizational skills and attention to detail.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks and prioritize effectively.
• Strong problem-solving skills and ability to work independently.
• A proactive and positive attitude.
• Bachelor s degree in business administration, human resources, or a related field (preferred but not required).
• HR certification (e.g., SHRM-CP, PHR) is a plus.