Office Manager & HR Administrator

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

DesignWise Inc. – White Bear Lake, MN

How to Apply: Please submit your cover letter and resume for consideration.

About the Role
Join DesignWise Inc. as our Office Manager & HR Administrator , serving as the operational heartbeat of our team. Working with the Owner and CFO, you will ensure daily operations run smoothly while fostering a positive, design-forward culture.

This role requires a unique blend of people-first HR leadership and high-level financial accountability . If you are a detail-oriented professional who thrives in a collaborative environment and values collective achievement, we want to hear from you.

About Us
DesignWise is a specialized Interior Design, Procurement, and FF&E Installation firm based in White Bear Lake. With over 30 years of experience in the hospitality industry, we partner with major lodging brands and boutique properties nationwide to bring their spaces to life.

We are a small, dedicated team that believes in a "roll-up-your-sleeves" work ethic. We value direct communication, adaptability, and a workplace where every contribution is visible. At DesignWise, you are an essential partner in our success and a direct contributor to the health and growth of the business.

Essential Duties & Responsibilities

Payroll & Financial Coordination

• Payroll Management: Execute bi-weekly payroll via ADP, ensuring accuracy in wages, withholdings, and benefit deductions.
• Project & Progress Billing: Partner with Project Managers to review job progress and contract terms to generate invoices, process receipts, and lead collection efforts.
• Benefits Accounting: Reconcile and approve all benefit-related invoices (Medical, Dental, Life, HSA, and 401k).
• Labor Tracking: Review timesheets for project labor tracking and prepare payroll journal entries.
• Risk Management: Lead the annual business insurance renewal process with senior management.

HR & Benefits Administration

• Benefits Oversight: Primary contact for brokers; manage annual renewals and employee enrollment.
• HR Compliance: Maintain compliance with local, state, and federal labor laws and distribute regulatory notices.
• 401(k) Administration: Liaison for the 401(k) provider; manage enrollments, audits, and Form 5500 filings.
• Full-Cycle Recruiting: Manage talent acquisition from interviewing through selection and onboarding.
• Policy Management: Maintain the Employee Handbook and implement personnel policies.

Office Operations & Culture

• Facility Operations: Oversee daily office systems, including IT/phone, security, and equipment vendors.
• Workflow Optimization: Implement procedures to enhance team productivity and efficiency.
• Culture & Engagement: Organize company events and activities to foster a collaborative culture.

The Ideal Candidate

• The Translator: You excel at taking fast-paced guidance and asking the right questions to "extract the roadmap" for operations.
• Action-Oriented: A self-starter who thrives in a small-business setting and values candid, transparent communication.
• Strong EQ: Listens deeply to team and leadership needs, implementing them with a focus on both culture and compliance.
• Integrity: Handles sensitive financial and personnel data with absolute discretion and a calm, objective approach.

Required Skills & Experience

• Experience: 3–5+ years in HR, Payroll, and Office Management, ideally in a small business environment.
• Software: Proficiency in ADP and Excel is required. Familiarity with Sage is a significant plus.
• Technical Expertise: Strong knowledge of Federal and State payroll and labor regulations.
• Education: Bachelor’s degree in HR or Business preferred (equivalent experience considered).