HR & Office Administrator

Job Description

Job Description

Position Summary

The HR & Office Administrator supports day-to-day human resources, payroll, and office operations to ensure a smooth, accurate, and compliant employee experience. This role is ideal for someone who is detail-oriented, organized, and people-focused, with an interest in growing across HR disciplines. The HR & Office Administrator provides administrative and employee support for benefits programs and basic HR coordinator activities, processes payroll through ADP, maintains employee records, supports onboarding, and oversees the day-to-day functioning of the office.

Key Responsibilities

HR Coordination & Benefits Administration (40%)

• Maintain accurate and up-to-date employee records, both digital and hard copy.
• Coordinate new hire onboarding and orientation end-to-end, schedule orientation sessions, prepare welcome materials, manage new hire paperwork, background checks, and I-9 completion, partner with IT on system and equipment setup.
• Provide administrative support for benefits programs, process enrollments and qualifying life event changes in the HRIS, maintain benefits records, assist employees with day-to-day questions, and refer plan design, carrier, and escalated issues to HR leadership.
• Co-host the monthly benefits meeting and HR Office Hours time slots for employees with the Senior HR Generalist.
• Assist with compliance tasks such as posting requirements, training documentation, and audit prep.
• Coordinate routine HR processes end-to-end, employee lifecycle changes, leave requests, policy questions, and HRIS data integrity escalating complex matters to HR leadership.

Employee Service & Communication (15%)

• Serve as a helpful point of contact for employees regarding HR and payroll inquiries, including routine daily communication-by-walking-around in the warehouse, lab, and production facilities to proactively surface employee issues or questions and move quickly to resolve them.
• Support internal communications related to Company and HR programs, reminders, deadlines, and updates.
• Facilitate company-wide communications by coordinating announcements, drafting and distributing messages on behalf of leadership, and maintaining shared channels (communication slides) to ensure timely and accurate information flow across the organization.
• Uphold confidentiality and ensure sensitive information is handled appropriately.

Office Management (20%)

• Serve as the day-to-day point person for the office, greet visitors, manage incoming mail and deliveries, and maintain a professional, welcoming workspace.
• Order and stock office supplies, kitchen/breakroom and restroom items, and other consumables; manage vendor relationships and service contracts (cleaning, coffee, copier, etc.).
• Coordinate facilities requests and liaise with building management on maintenance, access, and security issues.
• Support on-site logistics for meetings, interviews, and company events, including room setup, catering, and AV.
• Answer incoming calls and route or escalate as appropriate.
• Process outgoing mail and overnight shipments.
• Maintain and organize conference rooms, and support general office appearance and cleanliness.
• Maintain administrative records and documentation, and handle office errands as needed.

Payroll Support (25%)

• Assist in preparing and processing biweekly and semi-monthly payroll for all employees.
• Review approved timesheets for compliance with company policies.
• Enter payroll changes such as new hires, terminations, wage adjustments, and deductions.
• Audit payroll reports and follow up on discrepancies.
• Respond to basic payroll questions (pay dates, timekeeping, tax forms, etc.) and escalate issues when needed.
• Support year-end payroll tasks, including W-2 verification.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, Communications, or a related field preferred; equivalent administrative experience may be considered.
• 2–4 years of administrative, office support, or office management experience (internships included), including hands-on payroll processing experience; exposure to HR a plus.
• Experience supporting executives, managers, or cross-functional teams with calendaring, scheduling, and day-to-day office operations.
• Strong attention to detail, organizational skills, and ability to meet deadlines.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); comfortable learning new office and productivity tools.
• Excellent communication and customer service skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong multitasking and time management skills, with the ability to work independently and collaboratively.
• Ability to adapt communication style for diverse audiences.
• Knowledge of administrative, data management, and basic accounting practices.

Preferred Skills

• Experience with HRIS or payroll systems (ADP, Paycor, Paylocity, etc.).
• Knowledge of state and federal employment laws.
• Comfort working in a fast-paced, service-oriented environment.
• Event planning experience.
• Familiarity with vendor management and office supply coordination.

Work Environment

• Full-time, onsite.
• Normal business hours with occasional deadlines requiring flexibility.

Physical Requirements

• Ability to lift and move objects weighing up to 25 pounds.
• Ability to stand, walk, and move throughout the office during the workday.
• Ability to bend, stoop, and reach to access supplies and equipment.
• Ability to work in varying environmental conditions, including exposure to heat, noise, and dust.

Equal Employment Opportunity

Baerlocher USA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodation

Baerlocher USA is committed to providing reasonable accommodations to qualified individuals with disabilities. If you require an accommodation to participate in the application process or to perform the essential functions of this position, please contact View email address on ziprecruiter.com.

At-Will Employment

Employment with Baerlocher USA is at-will, meaning that either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

Disclaimer

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and skills required, and may be modified at the discretion of the Company.