Personnel Administrator

Job Title: Personnel Administrator

Department: Human Resources
Reports To: Payroll and Benefits Manager
FLSA Status: Non-Exempt
Location: Richmond, VA

Position Summary

The Personnel Administrator is responsible for supporting employees and management in day-to-day personnel administration, with a primary focus on delivering exceptional service to ColonialWebb’s internal customers—our employees. This role serves as a key point of contact for payroll, benefits, and personnel-related matters and ensures accurate, timely, and confidential administration of employee information and processes.

This position operates in alignment with ColonialWebb’s core workplace values of Safety, Integrity, Empathy, and Urgency.

Who We Are

ColonialWebb is focused on our people, our culture, and our business. We specialize in multiple trades, with teams performing work in New Construction, Mechanical Service, Industrial Refrigeration, Special Projects, and Manufacturing. For over 50 years, we have delivered a wide array of services to commercial customers while building a workplace centered on safety, collaboration, and long-term career growth.

Perks of Joining ColonialWebb

• Competitive wages

• Career development and progression opportunities

• 401(k) plan with company match

• PTO and paid holidays

• Excellent medical, dental, vision, life, and disability benefits

• Employee Assistance Program

• Employee referral incentives

Essential Duties and Responsibilities (A Day in the Life)

• Maintain strict adherence to all company safety rules, regulations, procedures, and practices

• Serve as lead for personnel administration functions

• Administer personnel actions and documentation, including:

  • New hire setup and onboarding paperwork

  • Terminations and unemployment hearings

  • E-Verify/I-9 processing and Social Security verifications

  • Background checks and drug screenings

  • Training documentation

• Lead weekly new hire orientation

• Provide administrative support in talent acquisition, talent development, and other HR disciplines

• Process employment verifications

• Support administration of the employee wellness program

• Respond to management and employees regarding payroll, benefits, and personnel-related questions or issues

• Print, review, and distribute payroll and personnel mailings

• Support the Benefits Administrator with benefits administration and enrollment

• Maintain strict confidentiality of company, personal, and private information

• Communicate effectively with managers and keep them informed of actions affecting their team members

• Perform additional duties as assigned

Qualifications

Required Education and Experience

• High school diploma or equivalent

• Experience and/or education in time entry, payroll, personnel, and/or benefits administration

• Bilingual (English/Spanish) preferred

Required Knowledge, Skills, and Abilities

• Strong communication and customer service skills

• Proficiency in Microsoft Office, particularly Excel

• Experience with HRIS, payroll, accounting, and related software systems

• Strong mathematical skills and ability to analyze and interpret numerical data

• Excellent administrative, planning, and organizational skills

• Ability to analyze situations, assess risk, apply logic, and understand potential outcomes

• Ability to manage a dynamic, fast-paced workload and perform concurrent activities in a timely manner

• Strong follow-up and follow-through skills

• Demonstrated initiative and problem-solving ability

• Professional demeanor in appearance, attitude, and behavior

• Ability to work independently with minimal supervision

• Ability to handle urgent matters calmly and effectively

• Ability to communicate diplomatically and effectively with internal and external customers

• Willingness to collaborate and assist teammates across departments

Schedule Requirements

• Full-time, Monday through Friday

• Occasional evening and weekend work may be required

• Unscheduled overtime may be required as business needs demand

Preferred Qualifications

• Experience in construction, mechanical services, or trade-based industries

• Experience leading new hire orientation or onboarding programs

EOE Statement

ColonialWebb is an Equal Opportunity Employer (EOE M/W/Disability/Vets).