Human Resources Office Admin Coordinator

Job Summary: The Office Administrator will be responsible for overseeing the daily administrative operations of the office, ensuring efficient office function, managing communications, and coordinating activities. This role also includes project coordination, client handling, documentation management, and handling finance-related activities. The role requires adherence to U.S. labor laws and workplace standards, focusing on maintaining a productive and compliant work environment.

Key Responsibilities:

General Office Management:

· Manage day-to-day office operations including maintaining supplies, equipment, and facilities.

· Serve as the point of contact for internal and external communication (e.g., vendors, clients, stakeholders).

· Organize and schedule meetings, appointments, and office events.

· Ensure that the office complies with all applicable health and safety regulations.

Administrative Support:

· Support the leadership team with various administrative tasks, including correspondence, data entry, filing, and record maintenance.

· Prepare reports, presentations, and spreadsheets as needed.

· Handle travel arrangements and accommodations for staff.

Project Coordination:

· Manage and coordinate ongoing office projects to ensure deadlines and deliverables are met.

· Collaborate with different departments and stakeholders for seamless project execution.

· Monitor project progress and prepare regular updates and reports.

Client Handling & Documentation:

· Handle client interactions, ensuring prompt and effective communication.

· Maintain organized records of client interactions, contracts, and project deliverables.

· Ensure timely follow-ups with clients and stakeholders on project status and documentation needs.

Finance Activities:

· Assist in managing office expenses, budget tracking, and financial documentation.

· Coordinate with finance teams to process vendor invoices, employee reimbursements, and other financial transactions.

· Ensure timely handling of payments and other finance-related office tasks.

Compliance & Record-Keeping:

· Ensure compliance with U.S. employment laws (FLSA, ADA, OSHA) and company policies, especially regarding work hours, breaks, and employee rights.

· Maintain employee records, including time and attendance, leave management, and training documentation.

· Manage onboarding and exit processes in compliance with U.S. regulations (I-9 verification, E-Verify, etc.).

Vendor and Facility Management:

· Coordinate with building management for office-related repairs, maintenance, and security.

· Handle vendor relationships, including contracts, invoicing, and payments.

Employee Engagement:

· Foster a positive work environment through proactive communication and employee engagement initiatives.

· Address employee concerns related to office operations and escalated as needed.

Qualifications:

Education:

· High school diploma or GED required; bachelor’s degree in business administration or a related field is a plus.

Experience:

· 5 to 6 years of experience in an office administration, project coordination, or administrative support role, preferably in the U.S.

Skills:

· Strong communication, client-handling, and organizational skills.

· Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management software.

· Ability to multitask and prioritize effectively.

· Attention to detail, problem-solving skills, and financial acumen.

U.S. Compliance Requirements:

· Labor Law Compliance: Familiarity with U.S. employment laws including the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), and the Americans with Disabilities Act (ADA).

· Workplace Safety: Knowledge of Occupational Safety and Health Administration (OSHA) regulations.

· Anti-Discrimination Policies: Adherence to Title VII of the Civil Rights Act, ensuring a non-discriminatory work environment.

· I-9 Employment Eligibility Verification: Manage the completion of I-9 forms for new hires and comply with E-Verify processes where applicable.

Additional Requirements:

· Background Check: Ability to pass a background check in accordance with company policy and U.S. regulations.

· Work Authorization: Must have legal authorization to work in the U.S. without sponsorship.

Compensation and Benefits:

· Competitive salary commensurate with experience.

· Benefits package includes health insurance, 401(k), paid time off, and other U.S. standard employee benefits.