Office and HR Administrator

Job Summary

The Office and HR Administrator provides administrative, clerical, and operational support to ensure the efficient daily functioning of the office and the Human Resources department. This role serves as a key point of contact for employees, visitors, vendors, and internal teams while supporting HR processes such as onboarding, employee records, compliance documentation, scheduling, communications, and general office coordination. The ideal candidate is highly organized, professional, discreet, and able to manage multiple priorities in a fast-paced environment while maintaining confidentiality and accuracy.

Essential Duties and Responsibilities

Human Resources Administration

• Provide administrative support for HR processes, including recruitment coordination, onboarding, and offboarding.
• Assist with job postings, candidate communication, interview scheduling, background check coordination, and new hire documentation.
• Prepare onboarding materials and help ensure new hire paperwork, employment eligibility documents, acknowledgments, and required forms are completed accurately and timely.
• Maintain employee records, personnel files, HR forms, and confidential documents in accordance with company policy and applicable recordkeeping requirements.
• Support timekeeping, attendance tracking, payroll-related data collection, and follow-up on missing or incomplete information, as directed.
• Respond to routine employee questions regarding HR processes, forms, schedules, company policies, benefits, and general employment-related resources, escalating sensitive or complex matters to HR leadership.
• Assist with coordination of trainings, policy acknowledgments, employee communications, and compliance-related deadlines.
• Support employee engagement activities, recognition efforts, and site-level HR initiatives.
• Maintain strict confidentiality when handling employee information, personnel matters, investigations, leave-related documentation, or sensitive business information.

Office Administration

• Greet visitors, employees, candidates, and vendors in a professional and welcoming manner.
• Answer and direct phone calls, emails, and general inquiries to the appropriate department or team member.
• Maintain office and coffee supplies.
• Coordinate meetings, appointments, training sessions, and office events as needed.
• Prepare, organize, scan, file, and distribute documents, correspondence, reports, and other administrative materials.
• Support office communications, postings, notices, and employee-facing announcements.
• Assist with vendor coordination, mail distribution, deliveries, facility requests, and general office maintenance follow-up.
• Maintain organized electronic and physical filing systems in accordance with company procedures.

Required Qualifications

• High school diploma or equivalent required; associate degree or coursework in Human Resources, Business Administration, or a related field preferred.
• Two to three years of administrative, office support, HR support, or related experience preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience using HRIS, payroll, timekeeping, applicant tracking, or document management systems preferred.
• Strong organizational skills with the ability to prioritize tasks, meet deadlines, and manage multiple assignments.
• Excellent written and verbal communication skills with a professional and customer-service-oriented approach.
• High attention to detail and accuracy when handling records, data, reports, and confidential documents.
• Ability to exercise discretion, good judgment, and confidentiality in all HR and business matters.
• Bilingual English/Spanish required.

Key Competencies:

• Professionalism and integrity
• Confidentiality and discretion
• Organization and time management
• Attention to detail
• Customer service and employee support
• Clear communication
• Adaptability and problem-solving
• Teamwork and collaboration
• Follow-through and accountability

Work Environment and Physical Requirements

• Work is primarily performed in an office or administrative setting.
• Must be able to sit, stand, walk, use a computer, answer phones, and perform routine office tasks for extended periods.
• May occasionally be required to lift or move office supplies, files, or materials up to 25 pounds.
• May require occasional support outside standard business hours based on operational needs.

Work Environment and Physical Requirements

The Company is an Equal Opportunity Employer and does not discriminate on the basis of any legally protected status. Employment decisions are based on business needs, job requirements, and individual qualifications.

This job description is not intended to be an exhaustive list of the tasks that may be expected. The company reserves the right to modify this job description from time to time to meet business needs.

Pay Range: $26- $31