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.
Office Administrator & HR/Operations Coordinato LawAccounting LLC Allentown, PA Job Details Full-time | Contract $45,000 - $55,000 a year 1 day ago Benefits Flexible schedule Qualifications Employee onboarding Correspondence management Confidential information handling Office activity coordination Regulatory documents Microsoft Outlook Expiration dates monitoring Accounts receivable management HR communication Startup experience Operations coordination Spreadsheets Scanning Mid-level Immigration requirements compliance Administrative experience Small business experience Client invoicing Employee data management Internal employee customer service Financial records management Financial records review Calendar management Financial record maintenance Compliance documentation Vendor communication Office management Payroll reconciliation Onboarding process management Immigration support
Full Job Description Work Arrangement:
Mostly remote, few days in month in office
Employment Type:
Full-Time Position Overview We are looking for a highly organized, dependable, and proactive Office Administrator & HR/Operations Coordinator to manage the day-to-day administrative and operational activities of our Allentown office. This person will serve as the central point of coordination between employees, management, payroll providers, accountants, attorneys, vendors, and other professional service providers. The ideal candidate is someone who enjoys taking ownership, following up on open items, keeping records organized, and making sure nothing falls through the cracks. This is a hands-on role for someone who can help us keep the office, employees, payroll, billing, HR documentation, and compliance activities running smoothly. Key ResponsibilitiesHR & Employee Administration Maintain organized employee personnel files and employment documentation. Coordinate new-hire onboarding and employee offboarding. Collect and maintain required employment forms and documentation. Track employee PTO, holidays, attendance, and other HR-related information. Maintain employee contact, payroll, emergency contact, and other administrative records. Coordinate background checks and other onboarding requirements when necessary. Help employees with routine HR and administrative questions. Escalate payroll, employment, immigration, tax, or legal questions to the appropriate professional when needed. Immigration & Employment Compliance Coordination Maintain organized records relating to employees working under
OPT, STEM
OPT, H-1B, or other employment authorization, where applicable. Track important employment-authorization and documentation expiration dates. Maintain copies of required employment and immigration-related documents in accordance with company procedures. Coordinate with employees and management regarding documentation requirements and upcoming deadlines. Work with the company's immigration attorney or other authorized professionals when immigration-related questions arise. Assist management with maintaining I-9 and other employment compliance documentation. Follow up with employees regarding missing or expiring documentation. This position does not provide immigration or legal advice. The coordinator's responsibility is to track documentation, maintain records, identify upcoming deadlines, and coordinate questions with qualified attorneys or other professionals. Timesheets & Payroll Coordination Collect and review employee timesheets. Follow up with employees regarding missing or incomplete timesheets. Maintain accurate records of employee hours, PTO, holidays, and other payroll-related information. Coordinate payroll information with the company's payroll provider. Review payroll reports for obvious discrepancies and coordinate corrections. Maintain payroll-related documentation and reports. Help management track payroll costs and employee-related expenses. Client Billing & Accounts Receivable Support Prepare or assist with client billing based on approved employee timesheets and billing information. Verify hours and billing information before invoices are submitted. Maintain records of invoices issued to customers. Track outstanding invoices and payments. Follow up internally regarding missing billing information. Assist management with basic accounts receivable tracking and reporting. Maintain organized supporting documentation for billing. Bookkeeping & Accounting Coordination Perform basic bookkeeping and administrative accounting tasks. Maintain organized records of expenses, invoices, receipts, payments, and supporting documents. Coordinate information requested by the company's accountant or CPA. Help reconcile administrative records with payroll and accounting reports. Maintain vendor invoices and payment documentation. Organize documents needed for monthly, quarterly, and annual accounting activities. Ensure financial documents are properly filed and easily accessible. This role is not expected to replace the company's CPA or accountant but will make sure they receive accurate and organized information when needed. Government & State Correspondence Receive, scan, organize, and maintain letters and notices received from federal, state, and local agencies. Maintain a centralized log of government notices, correspondence, deadlines, and required responses. Identify which notices require attention from payroll, the accountant, attorney, insurance provider, or management. Send documents to the appropriate professional and actively follow up until an answer or resolution is received. Maintain copies of responses and supporting documentation. Ensure important government correspondence is never overlooked or left unanswered. Compliance & Record Management Maintain organized records relating to: Employees Payroll Timesheets PTO and holidays Employment authorization I-9 documentation Background checks Client billing Vendor invoices Insurance Workers' compensation State registrations Government correspondence Accounting documents Corporate and administrative records Maintain a calendar or tracking system for important renewal dates, expiration dates, filings, notices, and compliance deadlines. What We Are Looking For Strong organizational and follow-up skills. Excellent attention to detail. Comfortable working with confidential employee and financial information. Ability to manage several responsibilities simultaneously. Strong written and verbal communication skills. Comfortable communicating with employees, management, accountants, payroll companies, attorneys, and outside vendors. Ability to identify an issue and follow it through until it is resolved. Good working knowledge of Microsoft Excel, Word, Outlook, and similar business applications. Comfortable learning payroll, HR, accounting, billing, and other business software. Ability to work independently with limited supervision. Preferred Qualifications Previous experience in office administration, HR coordination, payroll administration, bookkeeping, or business operations. Experience working in a small or growing company where responsibilities overlap. Familiarity with employee onboarding and payroll processes. Basic understanding of bookkeeping and accounts receivable. Experience maintaining employment or compliance documentation is helpful. Experience coordinating with accountants, payroll providers, or attorneys is a plus. Familiarity with
OPT/STEM
OPT or employment-authorization documentation is a plus but is not required . Training can be provided for the right candidate. The Type of Person Who Will Succeed in This Role We are looking for someone who does not simply forward an email and consider the task finished. When something needs to be resolved, this person should be comfortable determining who needs to handle it, contacting that person, following up, documenting the response, and making sure the issue is completely closed. For example, if the company receives a notice from a state agency, the coordinator should: Receive it → Log it → Determine who should review it → Send it to payroll/accounting/legal → Follow up → Obtain the answer → Coordinate the response → File the final documentation. The goal of this position is simple: Keep the office organized, keep employees supported, keep administrative and compliance matters under control, and make sure nothing important falls through the cracks.
