HR & Administrative Services Manager

Description:

Summary

The HR Administrator / Administrative Services Manager position provides coordinated administrative support across human resources, office operations, and contract administration. The ideal candidate is a detail-oriented, self-starting professional who ensures accurate HR processing (including payroll in Paylocity), maintains an organized and efficient office environment, and manages the contract lifecycle from intake through execution and renewal tracking. This role partners closely with leadership, supports company committees, and delivers reliable operational follow-through that enhances employee experience and business continuity.

Leadership & Supervisory Responsibilities

This position directly supervises the Facilities Coordinator and provides day-to-day guidance, workload prioritization, and performance feedback consistent with company leadership standards. This position includes additional leadership and supervisory responsibilities as outlined in LDR-HR-001, Leadership & Supervisor. Refer to that document for further details regarding leadership expectations and scope.

Responsibilities

HR Administration

• Prepare and process payroll in Paylocity with high accuracy; validate timecards, status changes, and deductions; coordinate corrections and finalize for approval.
• Coordinate full-cycle HR administration for onboarding and offboarding (offers, background checks as applicable, orientation schedules, equipment/access coordination, exit documentation).
• Maintain employee records, training and credential logs, and compliance calendars; ensure timely updates to policies, acknowledgments, and required postings.
• Administer benefits changes and open enrollment logistics in coordination with the Benefits Committee; resolve routine employee inquiries and escalate as appropriate.
• Support recruiting logistics (job postings, interview scheduling, candidate communication, reference checks) and maintain HRIS data integrity and reporting.
• Lead employee education and development efforts, including internal training programs, external development opportunities, and position-specific training guides.

Office Administration

• Oversee day-to-day office operations including supplies, reception/visitor processes, conference room readiness, and general workplace presentation.
• Coordinate company events (on-site and off-site), including calendaring, catering, room setup, materials preparation, and post-event follow-through.
• Provide executive support to the COO as needed for scheduling, meeting preparation, travel coordination, and document formatting while maintaining strict confidentiality.
• Direct and prioritize Facilities Coordinator work related to facilities maintenance, service requests, and vendor performance.

Contracts Administration

• Manage contract intake, document control, routing, and version tracking; coordinate redlines with internal stakeholders and external parties; ensure approved templates are used.
• Facilitate approvals and signature processes (including e-signature tools), verify completeness of exhibits/COIs/required documents, and archive fully executed agreements.
• Maintain the central contract repository, metadata, and alerts for expirations, renewals, notice periods, and compliance deliverables; prepare routine dashboards and status reports.
• Serve as the primary point of contact for contract status inquiries; escalate legal or commercial issues to the appropriate leaders per established guidelines.

Committee & Culture Support

• Provide administrative support to the Culture Committee and Benefits Committee (agendas, minutes, action item tracking, communications, and logistics).
• Assist with internal communications related to culture initiatives, benefit updates, wellness activities, and recognition programs; ensure consistent, timely messaging.

Process Improvement & Compliance

• Identify workflow inefficiencies across HR admin, office operations, and contracts; recommend and implement practical process improvements and standard work.
• Ensure adherence to company policies and applicable employment, safety, and records requirements; maintain confidentiality and data security in all activities.

Requirements:

Job Requirements

• 3–6 years of progressive experience in office administration, HR coordination/administration, or closely related operations support role.
• Demonstrated proficiency with HRIS and payroll platforms (Paylocity experience preferred) and strong Microsoft 365/SharePoint/Teams skills.
• Working knowledge of HR administrative processes (onboarding/offboarding, benefits changes, records retention) and basic employment documentation requirements.
• Experience coordinating contract documents (intake, routing, signatures, repository management) and managing tracking systems or logs.
• Strong organizational, written, and verbal communication skills with proven attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines while maintaining composure and confidentiality.
• Prior supervisory or lead experience preferred (direct oversight of facilities, front office, or administrative staff is a plus).

Competencies, Knowledge, Skills and Certifications

• High integrity and professionalism; ability to handle sensitive information with discretion and sound judgment.
• Exceptional attention to detail; accuracy in data entry, document control, and payroll processing.
• Organizational effectiveness; able to plan, prioritize, and execute work across multiple functions with minimal supervision.
• Customer-service mindset with clear, concise communication and a helpful, solutions-oriented approach.
• Practical knowledge of HR administration, benefits logistics, HRIS data management, and records retention practices.
• Foundational understanding of contract terms and document workflows (approval paths, redlines, e-signature, renewal/expiration management).
• Vendor coordination skills and basic facilities operations awareness; ability to direct the Facilities Coordinator effectively.
• Event and meeting coordination skills, including agenda preparation, logistics planning, and post-event follow-through.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint/Teams, and e-signature tools; ability to learn new systems quickly.
• Preferred certifications: SHRM-CP or PHR (or progress toward certification); not required but valued.