HR/Office Manager

Job Description

Job Description

Benefits:

• 401(k)
• Company parties
• Competitive salary
• Dental insurance
• Health insurance

Job Posting: HR / Office Manager

Company: Pro-Serv Food Equipment
Location: New Bern NC
Type: Full-Time
Reports To: Ownership / Finance

ROLE PURPOSE

The HR / Office Manager is responsible for keeping the people-side of Pro-Serv running smoothly, legally, and professionally.

This role ensures:

• Legal and labor compliance

• Accurate employee records

• Efficient hiring and onboarding

• Payroll and benefits coordination

• Safety, certification, and licensing tracking

• Office administrative support

This role does not run operations it supports the people who do.
Strong organization, follow-through, confidentiality, and documentation are non-negotiable.

KEY RESPONSIBILITIES

Human Resources & Compliance

• Maintain complete and accurate employee personnel files (digital and physical)

• Ensure compliance with labor laws, OSHA requirements, and company policies

• Track certifications, licenses, training, and expiration dates

• Document disciplinary actions, performance notes, and safety incidents

• Maintain employee handbook acknowledgments and policy updates

Rule: If its not documented, it didnt happen.

Hiring & Onboarding

• Coordinate with Branch Managers on staffing needs

• Post and manage job openings

• Screen resumes and conduct phone screens

• Schedule interviews

• Coordinate background checks, drug screens, and license verification

• Prepare offer letters and new hire paperwork

• Set up first-day onboarding (systems access, uniforms, training schedules)

Payroll & Benefits Coordination

• Review and verify timecards

• Monitor PTO balances and accruals

• Coordinate payroll data with Finance

• Handle benefit enrollments, changes, and employee questions

• Track and assist with workers compensation claims

• Assist with payroll audits and corrections

Office Administration

• Manage office supply inventory and ordering

• Handle vendor paperwork and administrative requests

• Answer incoming administrative calls and emails

• Assist with meeting preparation and company events

• Maintain organized office systems and files

DAILY TASKS

Employee & Office

• Check HR and admin email inbox

• Respond to PTO and time-off requests

• Update employee records and files

• Monitor clock-ins and time discrepancies

• Check office supplies

• Answer incoming administrative calls

Payroll / Benefits

• Review timecard issues

• Track workers compensation activity (if applicable)

• Respond to benefit-related questions

Compliance / Documentation

• File disciplinary and performance notes

• Update certification tracker

• Log safety incidents

WEEKLY TASKS

Hiring / Staffing

• Review open positions

• Schedule interviews

• Coordinate background checks and drug screens

Employee Records

• Audit personnel files

• Verify licenses and certifications

• Update employee contact information

Payroll / Benefits

• Verify payroll data with Finance

• Update PTO balances

• Process insurance enrollments or changes

Office Administration

• Reorder office supplies

• Process vendor paperwork

• Prepare for meetings

MONTHLY TASKS

Compliance & Legal

• Review OSHA documentation

• Update policies and handbook materials

• Review workers compensation activity

• Verify required labor law postings

Employee Management

• Audit certification expirations

• Update training records

• Review performance documentation

Finance Coordination

• Review benefits invoices

• Conduct payroll audits

• Audit PTO accruals

QUALIFICATIONS

• 3+ years experience in HR, Office Management, or Administrative Management

• Strong knowledge of HR compliance and employment documentation

• Experience with payroll coordination and benefits administration

• High attention to detail and organization

• Ability to handle confidential information professionally

• Strong communication and follow-through

• Comfortable working in a fast-paced, blue-collar service environment

WHAT SUCCESS LOOKS LIKE

• Employee files are always complete and audit-ready

• Hiring is organized, compliant, and efficient

• Payroll errors are minimal to none

• Certifications and licenses never expire unnoticed

• Office operations run smoothly without bottlenecks

• Leadership can trust that HR documentation is accurate and up-to-date

WHY PRO-SERV

Pro-Serv Food Equipment is a fast-growing, family-owned commercial service company that values:

• Accountability

• Structure

• High standards

• Taking care of our people

If you are organized, proactive, and take pride in running a tight ship this role is for you.