Office Manager & HR Administrator

DesignWise is a nationally recognized Interior Design, Procurement, and FF&E Installation firm based in White Bear Lake. We specialize in the hospitality industry, working across all major lodging brands and unique boutique properties. At DesignWise, we operate as a highly integrated team where every role is essential to our success. In this role, you serve as a pivotal partner within a close-knit team that values direct communication and collective achievement. Working in close partnership with the Owner and CFO, you will serve as the operational heartbeat of our team, leading the coordination of daily office operations. This role requires a unique blend of people-first Human Resources leadership and high-level financial accountability managing payroll, benefits administration, and project billing. Payroll & Financial Coordination Execute bi-weekly payroll using ADP, ensuring the accuracy of all wage calculations, withholdings, benefit deductions, and status changes. Review employee timesheets for project labor tracking, prepare payroll journal entries, and reconcile HSA and 401(k) contributions. Coordinate with Project Managers to review job progress and contract terms to create customer invoices, process cash receipts, and assist with collections. Reconcile and approve medical, dental, and life insurance invoices. Lead the annual business insurance renewal process with management. HR & Benefits Administration In coordination with Senior Management, act as the primary contact for benefit brokers and providers, managing annual renewals and rollout of employee benefits. Develop and implement personnel and benefit policies and maintain the Employee Handbook. Drive Talent Acquisition by coordinating the full recruiting and interviewing process. Lead new employee onboarding (handbook overview, orientation, and benefits enrollment) and manage the offboarding process and leaves of absence. Serve as primary liaison for the 401(k) provider and third-party administrator, managing enrollments, coordinating audits, and filing Form 5500. Ensure compliance with all local, state, and federal labor laws and oversee the timely distribution of all regulatory notices. Office & Facility Operations Oversee daily facility operations, including computers, phones, security systems, cleaning services, and other office equipment.

Professional Background:

3-5+ years of experience in Human Resources, Employee Benefits Administration, Payroll, and Office Management, ideally within a small business environment.

Technical Expertise:

Strong knowledge of Federal and State payroll laws and benefits regulations to ensure organizational compliance.

Software Skills:

Proficiency in Excel and ADP is required; familiarity with Sage is a significant plus.

Integrity & Discretion:

Proven ability to handle sensitive financial and personnel data with the highest standards of accuracy and confidentiality.

Problem Solving:

A self-starter capable of researching, analyzing, and resolving issues using sound judgment and proactive inquiry.

Communication:

Excellent written and verbal communication skills with the ability to interact professionally at all levels.

Adaptability:

Comfortable working in a fast-paced environment with evolving priorities and shifting deadlines.

Education:

Bachelor's degree in Human Resources, Business, or a related field is preferred (equivalent professional experience will be considered.

WHY YOU'RE A GREAT FIT

The "Translator": You excel at taking high-level, fast-paced guidance and asking the right questions to draw out the necessary details. You take pride in "extracting the roadmap" to keep projects moving forward.

Action-Oriented & Resilient:

You are a self-starter who thrives in a small-business environment. You are not easily discouraged and prefer a workplace that values candid, transparent communication.

HR Forward:

You possess a high Emotional Intelligence (EQ). You can listen deeply to leadership's needs and implement them with a focus on team culture and compliance.

Technical Basics:

You are a power user of ADP and Excel. Familiarity with Sage is a major plus for our project integrity.

Professional Integrity:

You handle sensitive financial and personnel data with absolute discretion and a calm, objective approach.

Pay:

$65,000.00 - $75,000.00 per year

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Vision insurance

Education:

Bachelor's (Preferred)

Experience:

Human Resources:

3 years (Required)

Employee Benefits Administration:

3 years (Required)

Payroll Administration:

3 years (Required) Office management, ideally small business environment.: 3 years (Required)

Payroll Journal Entries:

3 years (Preferred) Ability to

Commute:

White Bear Lake, MN (Required)

Work Location:

In person