A Human Resources Administrative Assistant supports an organization or company's HR department by performing personnel-related administrative tasks. Maintains HR records by entering new hires, transfers, terminations, employee changes, salary increases. Assists employees with benefit information and new employee setup. Schedules and tracks weekly overtime and internal staff events.
Full-Time Position Summary We are seeking a dependable, detail-oriented Office Administrator / HR Coordinator to support our growing team. This position plays a vital role in the day-to-day operations of the office by managing administrative functions, accounts payable and billing activities, payroll support, human resources coordination, company insurance administration, corporate events, and overall office organization. The ideal candidate is highly organized, comfortable working with numbers, able to manage confidential information, and capable of thriving in a fast-paced environment. Key Responsibilities Office Administration Provide daily administrative support for office and business operations. Maintain organized company records, employee files, and administrative documentation. Prepare correspondence, reports, forms, and internal communications. Coordinate office supplies, filing systems, documentation, and overall office organization. Support management with special projects and other duties as assigned. Plan, coordinate, and manage corporate events, employee functions, meetings, training sessions, and other company gatherings, including scheduling, vendor coordination, budgeting, logistics, and event execution. Accounting & Billing Enter vendor invoices and match them with purchase orders, receipts, and approvals. Prepare customer bills and invoices. Verify billing discrepancies and assist with resolving client billing issues. Facilitate timely payment of invoices by sending reminders and communicating with customers. Maintain vendor records, including W-9s and banking information, and coordinate vendor onboarding. Prepare weekly payment runs, including ACH transactions, wire transfers, checks, and credit card payments. Reconcile vendor statements and maintain organized electronic audit trails. Human Resources, Payroll & Insurance Assist with employee onboarding, new-hire paperwork, attendance records, and personnel files. Support recruiting efforts by posting job openings, scheduling interviews, and assisting with employee communications. Manage employee payroll and assist with payroll recordkeeping and time verification. Coordinate workers' compensation documentation, claims, audits, and administrative requirements. Manage and maintain company insurance policies, including general liability, workers' compensation, commercial auto, property, umbrella, and other applicable business insurance coverage. Coordinate insurance renewals, applications, audits, certificates of insurance, claims documentation, and communication with insurance agents, brokers, and carriers. Maintain accurate insurance records and help ensure policies remain current, appropriate, and compliant with company and contractual requirements. Assist with employee benefits enrollment, administration, recordkeeping, and employee questions. Support HR compliance and maintain strict confidentiality of employee information. Reporting & Communication Create and maintain spreadsheets, reports, inventory records, and business data using Microsoft Excel. Communicate effectively with office, field, and warehouse employees. Handle confidential financial, employee, insurance, and company information with professionalism and discretion. Qualifications Previous experience in administration, office management, accounting, bookkeeping, payroll, human resources, insurance administration, or a related field is preferred. Strong Microsoft Office skills, especially Microsoft Excel. Excellent organizational skills and attention to detail. Ability to prioritize multiple responsibilities and meet deadlines. Strong written and verbal communication skills. Ability to maintain confidentiality and exercise sound judgment. Comfortable learning new software and business systems. Experience working with insurance policies, renewals, audits, claims, or certificates of insurance is a plus. Experience coordinating company events or employee functions is a plus. Benefits Paid vacation Paid holidays 401(k) with company match Why Join Our Team? This position is an excellent opportunity for someone with strong office skills, a knack for numbers, and a willingness to learn. We value reliability, teamwork, accountability, and a positive attitude. No college degree is required. We welcome applicants with relevant office experience who are eager to grow and contribute to our team.
