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Ferrari Express Inc.
Job Description

Job Title: HR Administrator

Reports to: Human Resources Manager

Location: New York, NY (580)

Company Overview:

Ferrari Group is a global leader in secure logistics and transportation of high-value merchandise including luxury jewelry, precious metals, and confidential assets. Ferrari Express Inc. delivers armored transportation and secure logistics services across the United States, operating in high-risk, high-value environments requiring precision, discretion, and accountability.

Position Summary:

Ferrari Express Inc. is seeking a detail-driven, compliance-focused Human Resources Administrator to support the full employee lifecycle under the direction of the Human Resources Manager. This role goes well beyond basic clerical support — it is central to payroll accuracy, regulatory compliance, workers' compensation administration, onboarding/offboarding execution, and cross-functional Human Resources coordination. The ideal candidate brings hands-on experience with ADP Workforce Now, a solid understanding of labor law compliance (FLSA, FMLA, NYS wage requirements), and the initiative to own complex, high-volume tasks with minimal supervision.

Key Responsibilities:

Payroll & Compensation Administration

• Initiate and coordinate urgent/off-cycle manual check requests through ADP, ensuring memo fields and pay codes satisfy labor law requirements (e.g., reporting-time pay).
• Investigate and resolve payroll discrepancies for new hires and existing employees, including missing paychecks, direct-deposit setup failures, and retroactive pay adjustments.
• Confirm expense reimbursements are captured on the weekly payroll sheet and processed correctly with the current pay cycle.
• Partner with ADP and internal accounting to verify and document all pay corrections

Onboarding & Offboarding

• Manage new-hire technical onboarding, including ADP Kiosk setup, troubleshooting clock-in issues, and guiding employees on alternative time-entry methods.
• Execute the full candidate rejection workflow: issue formal rejection communications through Human Resources Hub and administer pre-adverse/adverse action notices for failed background or drug screenings per FCRA requirements.
• Track and collect mandatory pre-employment documentation (professional references, CTPAT acknowledgments, licensing verifications) and flag outstanding items before start dates.
• Conduct E-Verify and I-9 processes in compliance with federal regulations.

Human Resources Compliance & Employment Documentation

• Draft, revise, and reissue employment documents — including offer letters, NYS Wage Theft Prevention Act forms, and employment agreements — ensuring accurate FLSA classification (exempt vs. non-exempt), overtime eligibility language, and annual bonus provisions.
• Manage the collection, countersigning, and filing of Employment and Non-Compete Agreements; upload executed copies to the designated shared drive on schedule.
• Maintain accurate and audit-ready Human Resources records in ADP Workforce Now and physical/digital filing systems.
• Assist Human Resources Manager in monitoring compliance with federal, state, and local employment laws including FLSA, FMLA, NYS WARN, and CTPAT requirements.
• Coordinate and support internal compliance reviews to ensure adherence to company policies, employment laws, and regulatory requirements.
• Lead and participate in internal audits and respond to external and third-party audit requests, ensuring timely and accurate documentation.
• Assist with sustainability reporting initiatives by collecting, analyzing, and maintaining relevant workforce and compliance data.
• Manage and maintain employee records and Human Resources data within ADP and other Human Resources information systems.
• Investigate employee complaints and workplace concerns, documenting findings and supporting resolution processes.
• Analyze Human Resources data and trends to identify compliance risks and recommend process improvements.
• Plan and coordinate employee engagement activities, training sessions, and company events.
• Collaborate with department leaders and external stakeholders to ensure Human Resources processes are effectively communicated and implemented.
• Support organizational objectives through critical thinking, problem-solving, and process optimization.

Workers’ Compensation & Leave Administration

• Serve as the day-to-day liaison between injured employees, supervisors, and the workers' compensation carrier throughout the claims process.
• Prompt and follow up with managers to complete supervisor incident report sections within required timeframes to support timely claim filing.
• Review and communicate post-injury work restrictions with operations supervisors to confirm accommodations are in place; address unauthorized absences during claim periods.
• Collect and track all required medical documentation including return-to-work releases.
• Process and input leave requests (bereavement, FMLA, personal) in ADP; ensure records are accurate and managers are notified.

Recruitment Support

• Assist with full-cycle recruiting: post openings, screen applicants, coordinate interview schedules, and correspond with candidates throughout the process.
• Coordinate background checks and drug screenings; administer pre-adverse and adverse action notices as required.

Benefits, Vendor, & Departmental Coordination

• Coordinate with benefits vendors (e.g., Aflac) to set up and maintain employer portals, align open-enrollment periods, and communicate plan updates to employees.
• Handle internal and external requests for Certificates of Insurance (COI) and indemnity bonds; relay to insurance carriers and track delivery.
• Provide general Human Resources administrative support to the Human Resources Manager including correspondence, scheduling, and special projects as needed.

Travel Requirements:

This position may require travel to Ferrari Express Inc. offices, branches, and facilities as needed to support Human Resources operations. Travel may include inter-office visits within the New York metropolitan area, travel across state lines to other company facilities throughout the United States, and occasional international travel to support global Human Resources initiatives. The Human Resources Administrator must be willing and able to travel when requested by management, maintaining professionalism and adherence to company travel policies at all times

Minimum Qualifications:

Required:

• 2+ years of progressive Human Resources administration or Human Resources coordinator experience, with demonstrated responsibility in payroll, compliance, or employment documentation.
• Hands-on experience with ADP Workforce Now (payroll processing, employee data management, reporting).
• Working knowledge of FLSA, FCRA, and NYS wage and hour law.
• Experience administering E-Verify and I-9 processes.
• Proven ability to manage multiple high-priority tasks simultaneously with meticulous follow-through.
• Strong written and verbal communication skills; comfortable interacting with employees at all levels, managers, and external vendors.
• High degree of discretion with confidential employee information.

Preferred:

• Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field.
• PHR, SHRM-CP, or equivalent Human Resources certification (or active pursuit).
• Experience in the transportation, logistics, or regulated-industry environment.
• Familiarity with CTPAT compliance requirements.
• Experience coordinating workers' compensation claims.

Core Competencies:

• Compliance & Risk Mitigation: Actively flags and resolves classification, documentation, and procedural gaps before they become liabilities.
• Auditing Skills: Conducts internal and external audits, compliance reviews, and responds to third-party audit requests
• Complex Administrative Execution: Manages non-routine payroll matters, multi-step compliance workflows, and vendor coordination without prompting.
• Cross-Functional Communication: Acts as a reliable point of contact across Human Resources, operations, accounting, and external partners.
• Proactive Follow-Up: Independently tracks open items, outstanding documents, and system issues to closure.
• Technical Proficiency: Comfortable in ADP WFN and Human Resources systems; quick to learn new tools and portals.
• Customer Service: Demonstrates customer service orientation and ability to handle sensitive employee matters professionally
• Organizational Skills: Demonstrates strong organizational and project management skills with exceptional attention to detail
• Communication: Excellent written and verbal communications skills, including professional correspondence and phone communication
• Adaptability: Ability to adapt to new resources, training materials, systems, and changing business needs
• Coordination & Planning: Experience coordinating meetings, training programs, and company events preferred
• Commitment to Professional Growth: Committed to ongoing professional growth and staying current with evolving HR practices, compliance requirements, and industry trends

Compensation & Benefits:

• Medical, Dental & Vision Insurance
• Life Insurance & Long-Term Disability
• 401(k) & Roth with Company Matching
• Flexible Spending Account (FSA)
• Dependent Care Credit (DCA)
• Commuter Benefits (Parking & Transit)
• Generous Paid Time Off (PTO)
• Parental Leave
• Employee Referral Program

Compliance & Employment Conditions:

Employment is contingent upon completion of background screening, drug testing, and verification of all credentials. Employees must comply with all federal, state, and local laws governing armed security, transportation, and workplace safety. Ferrari Express Inc. is an Equal Opportunity Employer and maintains a Drug-Free Workplace.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.

Equal Opportunity Statement:

Ferrari Express Inc. is an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics.