What are the responsibilities and job description for the HR Operations & Office Manager position at Wolcott Architecture?

Purpose of Position : The HR Operations and Office Manager (OD) will oversee the office management and Employee Relations and assist with business operations for the firm in direct report to the Principals in service to the Management and Staff. To ensure profitability and efficiency across functions s / he will drive and champion process improvement, best practices and client and staff satisfaction through the supervision of Administration, Facilities, Employee Relations, Recruitment, Reporting and Analysis, Management Support, Facilitation and Technology. Overall and essentially s / he will provide leadership, capacity and communication across the firm.

Responsibilities Include but are not limited to :

Management & Leadership

Implement strategic initiatives, changes and programs in support of the Principals. Provide clear communication with the administration team to execute goals. Strive for ongoing process improvement and implementation by providing detailed due diligence information.
Supervise (at least) the Receptionist and other Executive or Administrative Assistants at the firm; ensure that all EA’s tasks are performed consistently.
Ensure that the EA is well supported and thriving in support of the President. Offer management coaching and direction as appropriate. Share in mentorship responsibilities of Receptionist and other Administrative Assistants.
Provide management coaching and support to the Project Managers to enable them to manage their work groups and clients effectively.
Conduct regular team meetings to provide support and ongoing training.
Manage, coordinate and participate in employee performance appraisal process.
Provide ongoing mentorship and training through spot check-ins, ongoing feedback and answering questions.
Affiliate with the Management team and participate in meetings and events.

Employee Relations

Serve as a trusted advisor to employees and managers on HR-related issues, including conflict resolution, performance management, and workplace concerns.

Proactively engage with employees to foster a positive work environment and address issues before they escalate.

Maintain confidentiality and discretion while handling sensitive employee matters.

Ensure compliance with all HR-related policies, procedures, and legal requirements.

Identify opportunities for process improvements in HR workflows, systems, and tools.

Work with design teams to build weekly staffing workflow through weekly meetings, spreadsheet management, strong communication with all team leads and providing weekly report on staffing requirements.

Administration & Facilities

Oversee facilities including maintenance and repairs, planning and seating, vendor relationship and management.

As needed and with the Executive Team, serve as the point of contact for legal counsel, consultants and business services.

Maintain inventory of office and janitorial supplies on a weekly basis and for all office locations.

Assist with shipping, receiving and reception (including administering the phone administrative dashboard) and mentor the Receptionist, a direct report.

Full-Cycle Recruitment

Partner with Principals to understand staffing needs and develop effective recruitment strategies.

Manage the end-to-end recruitment process, including job postings, candidate sourcing, interview coordination, and offer negotiations.

Ensure a seamless candidate experience from initial contact to onboarding.

Build and maintain a pipeline of qualified candidates for current and future openings.

Track and report on key recruitment metrics (time-to-fill, offer acceptance rate, etc.) to continuously improve the hiring process.

Reporting & Analysis

On a monthly basis supervise and coordinate the production and publication of the 6-month forecast report. Provide report to Executive Director.

On a bi-annual or annual basis, collate statistics on marketing, contract management, revenue and expense and HR datapoints for the Executive team

Provide support to the Executive Director on special projects that require data collection.

Technology & Standards

Supervise the outsourced IT Managed Services provider. Manage the relationship and ensure effective handling of the function at the right cost.

Liaise with senior / technical staff to make decisions about software and hardware as it affects users.

Monitor expenses, assess needs and report to Partners and Executive Director on needed spend and changes.

Qualifications

At least 10 years’ experience with HR, operations or management ideally within the A / D field or adjacent. General knowledge of California Employment Law. Ability to speak in front of groups, liaise with all levels within the firm, bring fun into the daily responsibilities of the position and above all, provide guided leadership.

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