Office and Human Resources Administrator

Job Description

Job Description

Job Summary

The Office & Human Resources Administrator keeps Sea Pointe Design & Remodel’s offices running smoothly day to day and provides administrative support across HR and operations. This is a hands-on, execution-focused role: office management, vendors, supplies, and equipment, while handling core HR administration such as personnel records, onboarding paperwork, and benefits coordination.

The Office & HR Administrator is often the first point of contact for employees and vendors at our offices. The role works closely with the Director of Finance & Accounting and leadership team members, serves as the in-house systems administrator and liaison to our managed IT provider, and coordinates with outside vendors to keep people, spaces, and equipment ready for work.

Office Operations & Facilities

• Manage day-to-day logistics for both office suites, including the design showroom, keeping spaces clean, stocked, organized, and client-ready.
• Coordinate with vendors for janitorial, maintenance, repairs, and supply needs; schedule service and confirm work is completed.
• Maintain office and kitchen supply inventory and place orders within budget.
• Serve as point of contact for building management, keys and door access, and emergency procedures.
• Manage the Ubiquiti UniFi door access system, including issuing and removing employee access.
• Coordinate printer fleet service, supplies, and conference room setup for meetings and client presentations.
• Track office-related vendor contracts, service agreements, and renewal dates.

Administrative & Operations Support

• Provide administrative support to the Director of Finance & Accounting and leadership team members, including scheduling, document preparation, and follow-up on action items.
• Maintain organized company files, shared drives, and document templates so staff can find current versions quickly.
• Coordinate company calendars, meeting logistics, and room bookings.
• Collect and track certificates of insurance, licenses, and vendor W-9s; flag upcoming expirations.
• Support operational processes across departments by maintaining checklists, logs, and trackers.
• Identify recurring administrative bottlenecks and suggest practical fixes to leadership.

HR Administration & Compliance Support

• Maintain employee personnel records in BambooHR with accuracy and strict confidentiality.
• Coordinate benefits administration tasks with our third-party vendor, including enrollments, changes, COBRA notices, and open enrollment logistics.
• Process 401(k) enrollments and changes at hire and termination.
• Track leave of absence requests and documentation (FMLA, CFRA, PDL, and other protected leaves), escalating decisions to the Director of Finance & Accounting.
• Process separations paperwork, employment verifications, and routine EDD and agency correspondence.
• Keep labor law postings current in both offices.
• Schedule and track completion of required trainings, including Sexual Harassment Prevention and Workplace Violence Prevention.
• Support the annual workers’ compensation audit and maintain injury and illness prevention documentation.
• Keep the Employee Handbook, job descriptions, and organizational chart up to date as changes are approved.

Recruiting & Onboarding Support

• Post approved job listings, manage the BambooHR applicant pipeline, and schedule interviews with hiring managers.
• Coordinate reference and background checks and prepare offer letters from approved templates.
• Run the new hire onboarding checklist: paperwork, workspace, equipment, system access requests, and first-day orientation.
• Run the offboarding checklist: equipment return, access removal requests, and final paperwork.
• Schedule 90-day and annual review reminders and track completion for managers.

Payroll & Finance Support

• Import hours worked for non-exempt employees into BambooHR after each pay cycle to keep PTO accruals accurate.
• Help keep employee data consistent between BambooHR and the payroll system.
• Code and submit office-related invoices and receipts, and reconcile office purchases on the company card.
• Prepare Compensation One Sheets for annual reviews using data provided by Finance.

Technology & Equipment Coordination

• Serve as the first point of contact for everyday tech issues (printing, email access, conference room A/V) and open tickets with our managed IT provider as the company’s primary liaison for escalations, device monitoring, security, and system changes.
• In-house administrator for company systems, applications, and subscription based platforms.
• Create, configure, and deactivate user accounts, permissions, and MFA for new hires and departures in coordination with the managed IT provider, and confirm access is in place on day one.
• Maintain the company inventory of computers, phones, and accessories, including who has what and when it was issued.
• Coordinate device ordering, setup, and returns with IT and vendors such as Verizon Business and Dell.
• Track software licenses and subscriptions and flag unused seats or upcoming renewals.

Culture & Engagement

• Support the Fun Committee, including quarterly events and annual celebrations within budget and in coordination with the DOFI.
• Assist with birthdays, work anniversaries, and recognition moments.
• Distribute company announcements and policy updates as directed by leadership.
• Administer employee surveys and compile results for leadership.

Authority

• Authorized to purchase office supplies and routine office services up to $500 without prior approval.
• Authorized to schedule and coordinate directly with approved office, facilities, and IT vendors.
• Recommends process improvements and new vendors to the Director of Finance & Accounting for approval.

Performance Objectives

• Offices are stocked, clean, and client-ready every business day.
• New hires have paperwork, workspace, equipment, and access ready on day one.
• Personnel records, postings, and required trainings stay current and audit-ready.
• Ensures company compliance regarding all labor law matters and training requirements.
• Office spending stays within the approved budget.
• Employee and vendor requests are acknowledged within one business day.

Qualifications

• 5-7 years of experience in office administration, HR administration, or operations support; construction or professional services experience a plus.
• Working knowledge of California employment basics (leave, postings, required trainings); HR certificate a plus.
• Experience with an HRIS such as BambooHR, and proficiency in Microsoft 365, especially Excel and Outlook.
• Experience administering user accounts and permissions in business software such as Microsoft 365, plus basic tech troubleshooting.
• Strong organization, follow-through, and written and verbal communication.
• Proven discretion handling confidential employee information.
• Bilingual in English and Spanish (spoken and written) a plus.

Core Competencies

• Confidentiality and Integrity.
• Organization and Attention to Detail.
• Service Orientation.
• Multitasking and Prioritization.
• Problem Solving and Resourcefulness.
• Technical Aptitude.