Office Administrator/HR Coordinator (on-site) Position Available In New York, New York

Office Administrator/HR Coordinator (on-site)
Admin / Secretarial / Office Support Administration New York Permanent / Full Time 9/6/2025

Job Purpose:

Reporting to the HR Manager, we are seeking a highly organized and proactive Office administrator/ HR Coordinator to oversee the daily operations of our Buffalo office. The ideal candidate will play a crucial role in ensuring that our office runs smoothly and efficiently, providing support to both staff and clients. This position requires strong administrative skills, excellent time management, and the ability to handle multiple tasks simultaneously while maintaining a high level of professionalism.

What we need:

An individual with high integrity and trustworthiness. Ability to keep high level of confidentiality. An individual with high level of stability. A team player. A people person.

Duties & Responsibilities:

Manage office operations including clerical tasks, filing, and maintaining office supplies.
Serve as the primary point of contact for phone systems and ensure effective communication within the office.
Provide administrative support to Operations Managers and lead hands.
Assist in the onboarding process for new employees and provide personal assistant support as needed.
Proactively participate in developing and implement office policies and procedures to enhance efficiency.
Set up and maintain all personnel files, tracking items, physicals, training, and timekeeping.
Manage workflow to ensure payroll transactions are processed accurately and timely
Provide administrative support to ensure efficient operation of the office.
Manage and organize both physical and electronic files, documents and records.
Handle phone calls and correspondence with professionalism and courtesy.
Support team members with clerical tasks as required.
Effectively partner with Human Resources Manager to develop, monitor, and analyze recruitment related strategies
Lead hiring activities to include the job posting process, sourcing, reporting and background check compliance.
Conduct on-going analyses of recruitment initiatives to identify areas for improvement.
Coordinate and attend career related events.
Possess working knowledge of employment laws, as well as HR policies and procedures which relate to recruitment and hiring.
Prepare timesheets, Review weekly Temp Labor invoices and forward to HR Manager for payment weekly.
Partner with Human Resources manager to identify talent needs, job duties, qualifications and skills.
Executing daily recruiting activities, such as contacting qualified potential candidates through phone screening and setting up first and second in-person interviews.
Identifying technically qualified candidates based on capability and fit within the organizational culture. Partners with employees and management to communicate various Human Resources policies, procedures, laws, standards and government regulations through various communication platforms.
Receives all the employee’s questions or needs and either respond to that in a timely manner or work together with the HR Manager to secure the timely feedback to the employees
Assists in monitoring the performance appraisal process
Conducts new employee orientation training
Maintains Human Resource Information System records and compiles reports from database.
Maintains employee’s personnel files in compliance with applicable legal requirements. Keeps employee records up-to-date by processing employee status changes in timely fashion
Organize company events such as barbeque, service award, etc.
Performs other duties as assigned

Required Qualifications & Skills:

Bachelor’s Degree in management or Diploma in Human Resources
2-5 years of progressive working experience as an office administrator or HR coordinator in a fast-paced manufacturing or industrial environment
Proven experience in office management or a similar administrative role is preferred.
Ability to prioritize and manage multiple projects with attention to detail.
Familiarity with office management software and phone systems is advantageous.
Excellent time management skills with the ability to prioritize tasks effectively.
Strong interpersonal skills to foster a positive work environment and communicate effectively with team members.
Knowledge of US employment laws will be an asset
Ability to work autonomously
Self-starter and energetic with initiative, professionalism and sound analytical and problem-solving skills
Ability to maintain information in confidence and exercise good judgment
Proficient with MS Office Suite, HRIS and Applicant Tracking Systems
Ability to be self-managing, show a commitment to a task, strong work ethic, exceptional
Excellent attention to details, communication, prioritizing, and organizational skills
Basic knowledge business and management principles involved in strategic planning.
Ability to work in a demanding fast paced environment with aggressive timelines