Office Administrator and HR Support Specialist

New Business Specialist

The Role: The Office Administrator and HR Support Specialist is a key role that bridges office administrative functions with human resources operations to ensure the smooth running of the office and support for employees and clients.

This role is the first point of contact for clients, mail deliveries and other various visitors, providing a welcoming and professional environment. This role encompasses a range of responsibilities including administrative and clerical tasks, managing the front desk, HR assistance, recruitment coordination, handling the tracking and coordination for all mail deliveries, directing calls, answering inquiries, scheduling and coordination for all client visits. This role is essential in ensuring smooth day-to-day operations of the office while providing critical support to human resources and client relations.

The ideal candidate is highly organized, professional, will excel in multitasking, demonstrate strong communication skills, will be a proactive problem solver and is proactive in managing multiple priorities in a fast-paced environment..

Responsibilities:

• Greet and assist visitors, ensuring they feel welcomed and directed to the appropriate department or person.
• Maintain accurate logs for visitors and deliveries, coordinating as needed with other departments.
• Assist with visitor sign-in, issue visitor passes and ensure security protocols are followed.
• Assist with recruitment activities, including posting job openings, screening candidates, and scheduling interviews
• Support onboarding processes for new hires and ensure all necessary documentation is completed.
• Manage daily mail deliveries, including receiving, sorting, tracking and distributing packages and correspondence.
• Handle filing, scanning, and other clerical duties as assigned.
• Answer and direct phone calls and emails, providing customer service as needed.
• Manage break room and conference room spaces as needed.
• Monitor and order office supplies, keeping track of inventory and reordering as necessary.
• Liaison with building management and janitorial to ensure the workspace is maintained and functioning as expected.
• Provide administrative support for special projects, assignments, or additional requests as directed from management as needed.
• Maintain a professional demeanor and positive attitude, contributing to a friendly office culture.
• Experience:
• High school diploma or equivalent; Associate’s degree or higher in a relevant field preferred.
• Previous experience in an office administrative, HR support, recruitment coordination or related fields.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with office equipment (fax, printers, scanners).
• Exceptional verbal and written communication skills with the ability to convey information clearly, concisely, and professionally.
• Excellent organizational and multitasking skills, with a high attention to detail.
• Strong analytical and problem-solving abilities to assess situations, identify root causes, and implement effective solutions.
• Reliable, punctual, and adaptable to changing priorities.
• Professional, courteous demeanor with strong interpersonal skills.

The Ideal Candidate:

• Has a demonstrated track record of consistently meeting and/or exceeding expectations
• Possesses a bias for action and avoids workplace distractions
• Drives performance targets to completion
• Experience in Life, Health, Annuity or Third-Party Administration
• Experience using HR management systems (HRIS) or applicant tracking systems (ATS).

Schedule: 8:00am – 5:00pm, M-F
Location: In office daily

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Fair Housing regulations: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $23 - $25