Human Resources & Office Manager

Full-time

Description

You're the person who notices when something's off before anyone else does. You remember the details, follow through without being asked, and somehow make the chaos feel manageable. You probably also have opinions about fonts.

We are seeking a team player who loves a fun and creative work environment as our HR & Office Manager. The position requires a detail-oriented, efficient, and forward-thinking mindset. The ideal candidate will be responsible for performing various administrative and clerical tasks to support the smooth operation of our office. This role requires excellent organizational skills, the ability to multitask, and a proactive approach to problem-solving. The HR & Office Manager will play a vital role in supporting both our Goodmerch Supply and Bikinibird teams and ensuring that our office functions efficiently and effectively.

Responsibilities:

1. General Office Support: 

• Administrative Support: Provide administrative support to ensure efficient operation of the office. This includes managing calendars, scheduling meetings, and being the main point of contact for all office related items. 
• Communication: Serve as a primary point of contact for internal and external communications. Answer phone calls, respond to emails, and handle correspondence in a professional manner.
• Document Management: Organize and maintain electronic and paper files, ensuring that information is easily accessible and up-to-date. Assist with document preparation, editing, and formatting as needed.
• Office Supplies and Equipment: Monitor inventory levels and order office supplies as needed. Coordinate maintenance and repair of office equipment.
• Meeting Support: Assist in preparing materials for meetings, including agendas, presentations, and handouts. Attend meetings as needed to take notes and distribute minutes. Schedule the conference room and set it up for meetings. 
• Managing Travel Partner relationships and programs. Assist team members with appropriate access to the booking travel and book travel for them as needed.
• Vendor and Service Provider Management: Coordinate relationships with office vendors, service providers, and contractors. Track renewals, service requests, and vendor performance.
• Facilities Management: Coordinate office facilities needs, including maintenance, repairs, safety requirements, and workspace organization.
• Office Systems Administration: Maintain office systems, software subscriptions, user access, and operational procedures to support efficient business operations.
• Basic IT Coordination: Serve as the liaison between employees and IT vendors or support providers. Coordinate equipment setup, troubleshooting requests, and technology-related onboarding/offboarding activities.
• Problem Solving: Anticipate potential problems and take proactive measures to address them. Troubleshoot issues as they arise and escalate to management when necessary. 

HR Support: 

• Recruiting Coordination: Coordinate recruiting activities including interview scheduling, candidate communications, and applicant tracking.
• Employee Onboarding: Support Department Managers in onboarding new employees, and setting up new employees computer equipment and their supply needs based on their role. 
• Training new hires on general setup items such as Keeper, File Storage, Asana. 
• Coordinating offboarding of employees and ensuring all team knows their part and completes it.
• Company Culture: Foster and work to engage all employees in events related to our company culture. 
• Provide HR Compliance support to management.
• Supporting HR Team with job postings. 
• Manage team training materials and ensure they are properly uploaded to portal.
• Ensuring all time cards are properly reviewed and approved prior to payroll. 
• Processing payroll as requested.
• Collect OFS Invoices for review/approval and process payments bi-weekly. 
• Working with management in understanding payroll compliance and ensuring companies are in compliance.
• Performance Management: Coordinate employee performance review processes, including scheduling review cycles, tracking completion, and maintaining documentation.
• HR Systems Administration: Maintain HR systems and employee records, ensuring data accuracy and timely updates.
• Benefits Administration: Assist with employee benefits administration, enrollment changes, employee communications, and coordination with benefit providers.
• Compliance Calendar Management: Maintain HR and company compliance calendars to ensure timely completion of required filings, training, reviews, and reporting deadlines.
• Employee Documentation: Maintain personnel files and employment-related documentation in accordance with company policies and compliance requirements.
• Committee Coordination: Coordinate internal committees, employee engagement groups, and company initiatives as assigned.
• Other HR tasks as requested. 

Other Operational Support: 

• Support the Store Operations Team by managing tasks related to everyday functionality. This includes but is not limited to:
  • Ring Camera setup and access
  • Store Music accounts.
  • Store ipads/phones.
  • Supply Orders
• Manage team training materials and ensure they are properly uploaded to portal.
• Support store events as needed. This may include but not limited to ordering food or assisting with setup. 
• Other Duties as Assigned: Perform other duties and responsibilities as assigned by management to support the overall objectives of the organization.

Requirements

Required Qualifications:

• High school diploma or equivalent.
• Proven experience in an administrative role or similar position.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications. 
• Proficiency in Google Workspace.
• Strong organizational skills with a keen attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Proactive and resourceful with a positive attitude.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexible and adaptable to changing priorities and deadlines.

Preferred Qualifications:

• Knowledge of office management systems and procedures.
• Certification in office administration or related field.
• Experience in project management or coordination.
• Payroll experience

Working Conditions:

• This position is primarily located in an office environment.
• May require lifting and carrying office supplies or equipment.

Core Competencies:

• Flexible
• Initiative
• Innovative
• Persistent
• Effective Listening
• Forward Thinking
• Results Driven
• Supportive
• Detail Oriented