Office Administrator & Recruiting Specialist

Griffin Resources is recruiting on behalf of ProActive Property Management, located in Palm Harbor, FL.

ProActive Property Management is a locally owned community association management company serving communities throughout Pinellas and Pasco Counties. We partner closely with Board Members to provide hands-on management services backed by experienced professionals, responsive communication, and innovative technology.

At ProActive, we believe a company is only as strong as its people. We foster a family-like culture by providing our team with the training, tools, support, and opportunities they need to succeed. As we continue to grow, we remain committed to building a collaborative environment where employees are empowered to make an impact, support one another, and contribute to the success of the communities we serve.

Position Summary

We are seeking a dynamic  Office Administrator & Recruiting Specialist to support recruiting, people operations, office operations, and day-to-day business activities. This role serves as a key support resource for employees, leadership, and the office environment while helping ensure a positive employee experience and efficient business operations.

The HR & Office Coordinator will help lead recruiting efforts, support HR processes, coordinate office operations, and provide administrative support to company leadership. It is a unique opportunity to make a broad impact across people, culture, operations, and organizational growth.

The ideal candidate is highly organized, adaptable, detail-oriented, proactive, and enjoys wearing multiple hats. Successful candidates take pride in supporting both employees and the overall organization, are willing to jump in wherever needed, and thrive in an environment where no task is too small.

Key Responsibilities

Operations

- Oversee day-to-day office operations to maintain an organized, professional, and efficient workplace.
- Serve as a primary point of contact for employee office needs, office vendors, service providers, deliveries, products, and general office services.
- Monitor and maintain office inventory, recurring supply orders, subscriptions, storage areas, breakroom supplies, kitchen organization, and other shared office spaces.
- Maintain a clean, organized, and welcoming office environment, including office supply areas, common areas, and shared workspaces.
- Prepare desks, offices, supplies, and workspaces for incoming employees.
- Maintain schedules and records for routine office maintenance and coordinate recurring office tasks, including monthly A/C filter replacement.
- Provide administrative and organizational support to company leadership, including scheduling, meeting coordination, correspondence, documentation, and follow-up.
- Assist with company meetings, presentations, training materials, reports, special projects, and employee engagement initiatives.
- Coordinate employee engagement initiatives, office events, birthday celebrations, team lunches, and other culture-building activities.
- Provide support to leadership and business development initiatives through administrative assistance, mailings, and special projects as needed.
- Manage and maintain company social media channels, including planning, creating, scheduling, and publishing content.
- Assist with the development and coordination of marketing collateral and branded materials.
- Prepare and process monthly association management fee billing, association addendum billing, recurring charges, and additional association charges.
- Assist with monthly client invoicing, billing administration, and supporting documentation to ensure accuracy and timely processing.
- Coordinate with Accounting and appropriate team members to ensure billing information is complete, accurate, and processed in a timely manner.
- Research and assist with resolving billing discrepancies as needed.
- Coordinate and process credit card reimbursements, including collecting and maintaining receipts and supporting documentation.
- Handle confidential and sensitive company information with professionalism, sound judgment, and discretion.

HR & Recruiting - Serve as the first point of contact for HR-related questions with professionalism, empathy, and discretion.
- Support HR operations, including onboarding, offboarding, payroll processing, benefits administration, compliance, performance tracking, and HR records management.
- Provide HR support, processing, oversight, and compliance guidance for board members and onsite employees.
- Assist with performance management processes, including annual employee surveys, annual and semiannual reviews, and employee engagement initiatives.
-Coordinate with the Fractional HR Manager to support compliance with federal, state, and local employment laws.
- Collaborate with the Fractional HR Manager on more complex HR matters, compliance questions, and employee relations situations as needed.
- Partner with leadership on employee relations, training initiatives, employee events, and other culture-building activities.
- Contribute to HR process improvements and projects that enhance efficiency, employee satisfaction, and the overall employee experience.
- Manage full-cycle recruiting for open positions, including job postings, sourcing, resume screening, phone interviews, interview coordination, reference checks, offer letters, and onboarding.
- Proactively source candidates, build talent pipelines, and identify effective recruiting strategies to support current and future hiring needs.
- Partner with leadership to understand current and future staffing needs and provide guidance on recruiting best practices.
- Build and maintain a proactive talent pipeline to support current and future hiring needs.
- Ensure a positive, professional candidate experience aligned with company values.
- Handle confidential and sensitive employee information with professionalism, sound judgment, and discretion.

Qualifications - Bachelor's degree in Human Resources, Marketing, Communications, Business, or a related field, or equivalent experience.
- 2-4 years of experience in recruiting, HR coordination, office administration, or a combination of these areas.
- Experience supporting payroll processing and benefits administration.
- Experience coordinating employee engagement initiatives, office events, or company activities.
- Knowledge of employment laws, HR best practices, and recruiting processes.
- Experience with HRIS, ATS platforms, onboarding systems, and related HR or recruiting tools.
- Experience sourcing candidates through job boards, professional networks, referrals, and other recruiting channels.
- Excellent written and verbal communication skills, with the ability to convey information professionally, clearly, and authentically.
- Strong interpersonal skills with the ability to build relationships with employees, leadership, board members, vendors, and external stakeholders.
- Highly organized, detail-oriented, resilient, and able to manage multiple priorities, projects, and deadlines in a fast-paced environment.
- Strong analytical thinking, attention to detail, and ability to track metrics, maintain records, and generate meaningful reports.
- Ability to work independently with minimal supervision while maintaining accountability, initiative, and follow-through.
- Collaborative, professional, and service-oriented, with a strong sense of ownership, responsibility, and discretion when handling sensitive information.
- Willingness to take on a variety of responsibilities and contribute wherever needed to support the team and organization.

Equal Employment Opportunity Statement

ProActive Property Management is an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees and applicants are treated with respect and dignity. Employment decisions are based on qualifications, merit, business needs, and job-related factors without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local law.

We value diverse backgrounds, experiences, and perspectives and are dedicated to fostering a workplace where everyone has the opportunity to succeed and contribute to our continued growth and success.