Office Administrator

The Office Administrator plays a crucial role in supporting the HR Department, assuming responsibilities beyond general administrative tasks. As a key contributor, this position acts as the primary backup for the front desk receptionist, managing confidential and time-sensitive materials with the utmost discretion. In addition to providing strong organizational and Microsoft Office skills, this role places a significant emphasis on timekeeping administration and auditing.

DUTIES AND RESPONSIBILITIES:

• Manage various administrative tasks to support human resources departmental goals and procedures for all company employees.

• Offer administrative support in recruitment activities, including working with HRM & talent acquisition team in scheduling interviews and coordinating necessary assessment processes.

• Administer pre-employment tests, including background checks, drug screenings, and reference checks.

• File OSHA and EEO-1 reports annually and maintain records, reports, and logs related to applicant flow procedures. This includes leading administration related to workers’ compensation claims, etc. as needed.

• Conduct filing and sorting activities as needed.

• Assist HR Management by supporting the facilitation of organizational training and development efforts. Provide support to staff with necessary ad hoc projects and report writing.

• Participate in administrative staff meetings and prepare detailed minutes for distribution to team members on a weekly basis.

• Facilitate and update Emergency Action Plans.

• Manage vendor correspondence and handle orders for departmental needs; this includes but is not limited to catering for events, ordering flowers for funerals, etc.

• Administer electronic filing systems and web-based document management; this includes scanning and maintaining employee documents and records 

• Perform administrative tasks supporting the performance review process, employee communication portals, and safety procedures.

• Provide administrative support to HRM during new hire orientation.

• Assist in maintaining company organization charts and employee directories.

• Conduct wage analysis reports as needed. Maintain office supply inventory as needed for HR dept and coordinate needs with receptionist.

• Act as a backup as needed for other HR team, assist employees as needed with general inquiries.

• Create memorandum and/or flyers and communication for DEIB and other related HR initiatives on a monthly basis.

• Maintain HR calendar of employee engagement events and take the lead on coordination of activities and actions needed.

• Preparing meeting rooms as needed for interviews and important meetings.

• Act as the necessary backup for the front desk receptionist.

• Adhere to the confidentiality requirements of the HR Department.

ADDITIONAL RESPONSIBILITIES:

• Assist with auditing hourly timecards, including heavy timekeeping administration involving edits, adjustments, etc.

• Create new hire profiles in timekeeping systems.

• Run needed reports for labor hours.

• Conduct daily audits to ensure accuracy of timecards, collaborating with management and supervisors on approving and reviewing needed adjustments.

• Provide assistance with managing PTO requests and approvals to ensure accuracy for the payroll administrator to process.

EDUCATION AND EXPERIENCE:

• College degree or equivalent experience.

• 3-4 years of office administrative experience, with a focus on handling highly confidential information; preferably in a professional corporate environment.

• Intermediate Microsoft office skills, particularly Excel and PowerPoint skills, with the ability to create formulas, use VLOOKUP, and pivot tables required.

• Experience with creating reports and/or organizational chart updates preferred.

• Experience in maintaining confidential files or information is required.

• Strong organizational skills are essential.

• Excellent verbal and written communication skills.

2 years’ experience in working in timekeeping systems.