Manager, HR Administration & Compliance

Job Description: Manager, HR Administration & Compliance Reports to: VP of People, Talent & Culture
Position Summary
The Manager, HR Administration & Compliance is responsible for administering and overseeing company's human resources compliance, policy governance, employee relations processes, audit readiness, records administration, leave administration, and HR operational controls. This position serves as the organization's primary resource for ensuring consistent application of employment policies, regulatory compliance, documentation standards, investigation processes, and HR governance practices across all locations.
The position partners closely with HR Business Partners, Talent Acquisition, Payroll, Benefits, Operations Leadership, to support a compliant, well-governed, and scalable human resources function. This role focuses on people-related compliance and governance while workplace safety compliance is managed by the Director, Environmental Health and Safety.
Essential Responsibilities
Employment Law Compliance

• Monitor and maintain compliance with applicable federal, Texas, and Kansas employment laws.
• Track legislative and regulatory developments.
• Recommend policy and process updates.
• Serve as internal resource on HR compliance matters.
• Coordinate with legal counsel on complex employment matters.

Employee Relations Administration

• Administer employee complaint intake process.
• Coordinate and conduct workplace investigations as appropriate.
• Maintain employee relations case files.
• Ensure consistency in disciplinary documentation.
• Review corrective action documentation.
• Review termination requests for policy compliance and documentation completeness.

 
 
 
Policy Administration & Governance

• Maintain employee handbook and HR policy library.
• Coordinate annual policy reviews.
• Manage policy version control.
• Ensure employee acknowledgements are collected and maintained.
• Communicate policy changes throughout the organization.

HR Compliance Audits
Personnel File Audits

• Conduct periodic personnel file reviews.
• Ensure required employment documentation is maintained.
• Identify corrective actions for missing records.

I-9 Compliance

• Conduct regular I-9 audits.
• Coordinate remediation activities.
• Maintain audit-ready records.

HR Process Audits

• Review compliance with hiring procedures.
• Audit compensation approvals.
• Verify documentation standards.
• Monitor adherence to termination procedures.

Leave & Accommodation Administration

• Administer FMLA (Family and Medical Leave Act) leave programs.
• Coordinate ADA (Americans with Disabilities Act) accommodation processes.
• Administer PWFA (Pregnant Workers Fairness Act) accommodation requests.
• Track leave utilization and compliance.
• Manage return-to-work documentation.
• Coordinate with payroll and benefits administration.

 
 
Records Management

• Maintain personnel records retention schedules.
• Ensure compliance with recordkeeping requirements.
• Manage confidential employee records.
• Support legal holds and documentation requests.

Compliance Training Administration

• Coordinate required compliance training.
• Track completion rates.
• Maintain training records.
• Support development of manager compliance education.

Governance & Controls

• Administer HR approval processes.
• Monitor compliance with HR operating procedures.
• Maintain HR compliance calendar.
• Support internal and external audits.
• Develop and maintain HR standard operating procedures.

Reporting & Metrics
Develop monthly and quarterly reporting including:

• Open employee relations cases.
• Investigation activity.
• FMLA utilization.
• ADA accommodations.
• I-9 compliance status.
• Personnel file audit scores.
• Policy acknowledgement completion.
• Compliance training completion rates.
• HR audit findings and corrective action status.

 
 
 
 
Qualifications
Required

• PHR certification is strongly preferred. Candidates possessing SHRM-CP, SPHR, or SHRM-SCP certifications may also be considered
• 7+ years of progressively responsible HR administrative and compliance experience.
• Experience with employee relations and investigations.
• Experience with employment law compliance.
• Strong policy administration experience.
• Experience administering leave programs.
• Strong documentation and audit skills.

Personal Attributes

• Attention to Detail
• Integrity
• Sound Judgment
• Investigative Ability
• Courage to Hold Leaders Accountable
• Process Discipline
• Organizational Skills
• Confidentiality
• Professional Presence
• Calmness Under Pressure

Success Measures
First 12–24 Months

• 100% completion of HR compliance audit program.
• 95%+ personnel file compliance rate.
• 98%+ I-9 compliance rate.
• Annual policy review process implemented.
• Compliance calendar established and maintained.
• 95%+ completion rate for required compliance training.
• Consistent investigation and employee relations documentation standards across all branches.
• Executive HR compliance dashboard implemented.
• Reduced external employment-law risk through proactive compliance management.