HR & Office Administrator

Position Overview

The HR & Office Administrator owns the people and compliance backbone of Veritas Consulting & Construction Group, LLC. The role carries the full employee lifecycle — recruiting through offboarding — along with payroll processing, benefits administration, commercial insurance renewals and audits, business licensing, fleet records, and the company policy library.

This is a deadline-driven, calendar-governed position. Most of the work arrives on a fixed schedule rather than by request, and much of it carries legal or financial consequence if it slips. The Administrator maintains the company's Annual Compliance Calendar and is accountable for every obligation on it, whether or not anyone provides a reminder.

Veritas currently offers a SIMPLE IRA and is open to expanding its benefit offering. A candidate with benefits implementation experience will have real room to build here — a health benefit project is already scoped and waiting on capacity, not on a decision.

Financial operations — accounts payable and receivable, cash handling, reconciliations, and financial statements — are owned by the Head Bookkeeper. This role partners with that position but does not perform accounting functions.

Transition Context

This position is being transitioned out of ownership. The incoming Administrator should expect a structured handoff covering payroll, the insurance renewal cycle, the policy library, and the Annual Compliance Calendar. Some obligations have been carried informally and are being documented for the first time; strengthening that documentation is part of the role, not a preliminary to it.

Core Responsibilities

Responsibilities are organized into the categories below. These are the same categories used in the annual performance review for this role, so expectations and evaluation are aligned.

Payroll & Timekeeping

• Review employee time weekly for accuracy against the project schedule, request corrections, and close the pay week.
• Process payroll on a biweekly cycle (Saturday through Friday workweek), including post-run verification.
• Prepare the payroll worksheet each cycle so commissions can be entered, and follow up with ownership to secure commission approval by the posted deadline.
• Apply personal mileage and commuter benefit to the final payroll of each month; reconcile mileage totals at year end.
• Retrieve and archive quarterly payroll tax filings and quarterly tax reports from the payroll system.
• Administer paid time off: requests, approvals, balance tracking, year-end rollover, and compensatory time expiration under Policy 400.5.
• Process wage garnishments and child support withholding orders.
• Prepare and issue annual 1099s for subcontractors.

Human Resources Administration

• Manage recruiting: job postings, applicant screening, interview coordination, reference checks, and offer letters.
• Onboard new hires in the HRIS: new-hire paperwork, policy acknowledgments, I-9 verification, E-Verify submission, and new-hire state reporting.
• Transmit new hire information to the CPA and payroll.
• Maintain E-Verify account activity through the required monthly login.
• Offboard departing employees: final pay coordination, equipment and vehicle return, system access removal, and exit documentation.
• Own the performance review cycle — 90-day new hire reviews and annual reviews — including scheduling, manager preparation materials, employee summaries, and documentation. Department managers facilitate reviews within their own departments; an owner may participate.
• Respond to unemployment claims within statutory deadlines.
• Receive, document, and route employee complaints and investigations in accordance with the Code of Conduct.
• Maintain personnel records digitally and in hardcopy, with I-9s stored separately from personnel files, per the records retention schedule.

Benefits Administration

• Administer the company SIMPLE IRA: eligibility tracking, the annual employee notice and Summary Description, enrollment and deferral changes during the election period, and timely deposit of employee deferrals and employer contributions.
• Resume and complete the implementation of an employer-paid health benefit. Groundwork exists — vendor selected, implementation guide drafted, and tax treatment and plan document questions identified for CPA review. Carry it through to enrollment and ongoing administration.
• Process new hire enrollments, qualifying life event changes, and terminations, including any continuation coverage notices.
• Manage annual renewal and open enrollment once a health benefit is in place.
• Reconcile benefit invoices against payroll deductions.
• Serve as the first point of contact for employee benefit questions.

Insurance & Risk Management

• Own the relationship with the company insurance agent.
• Manage the full annual renewal cycle for all commercial policies — general liability, workers compensation, auto, errors and omissions, and any cyber coverage adopted: solicit quotes ahead of the renewal window, complete applications, compare coverage and premiums, route to ownership for review and signature, submit before the binding deadline, and confirm policies are issued.
• Coordinate annual insurance audits, assembling payroll records, labor hour detail, subcontractor documentation, and financial schedules; serve as the primary contact for auditors.
• Request subcontractor certificates of insurance and W-9s from the Subcontractor Coordinator for audit and 1099 purposes, and maintain the resulting audit file.
• Report workplace injuries, manage workers compensation claims, and maintain the OSHA 300 log.
• Certify and post the OSHA 300A summary February 1 through April 30 each year, then archive the posted copy.

Compliance & Licensing

• Maintain the business license register and renew every municipal license in advance of expiration, including jurisdictions that issue no renewal notice.
• File Missouri use tax returns on the company's assigned filing frequency, including zero-activity returns while the account remains registered.
• Track driver's license expirations for all employees who operate company vehicles.
• Track safety and trade certification expirations in partnership with the Safety Coordinator, including OSHA, fall protection, lead-safe, and manufacturer certifications.
• Maintain and update the Annual Compliance Calendar, and review it quarterly for accuracy.

Fleet Administration

• Onboard new vehicles and maintain the fleet register.
• Track vehicle registration renewals and title records.
• Collect personal mileage from drivers each month.
• Issue, collect, and file signed vehicle use agreements annually.

Policy & Records Management

• Maintain the company policy library and conduct the annual policy review each July, as required by Policy 400.12.
• Distribute policies for signature, track acknowledgments, and follow up on outstanding signatures.
• Run the annual employee handbook re-acknowledgment cycle.
• Maintain the company filing structure so that digital and hardcopy records are complete, current, and correctly filed.
• Apply the records retention and destruction schedule.

Vendor Contracts & Subscriptions

• Maintain a register of vendor contracts and software subscriptions capturing renewal date, notice period, auto-renewal status, cost, and billing contact.
• Review usage and cost ahead of each renewal and recommend renewal, renegotiation, or cancellation.
• Ensure renewal and billing notices route to a role-based company address rather than an individual inbox.

Communication & Meetings

• Read and respond to email and phone messages within 24 hours of receipt.
• Attend the monthly Staff & Safety Meeting, collect personal mileage from the team, and supply HR and compliance content for the agenda on request.
• Communicate clearly and professionally with employees, subcontractors, vendors, auditors, and municipal offices.

Authority & Limits

This role carries real authority in personnel and compliance matters within clearly defined limits.

What this role IS authorized to do:

• Process payroll and make timekeeping corrections supported by documentation.
• Approve paid time off requests consistent with policy and accrued balances.
• Post positions, screen applicants, and coordinate interviews.
• Execute onboarding and offboarding once a hiring or separation decision has been made.
• Communicate directly with the insurance agent, carriers, auditors, and municipal offices on Veritas's behalf.
• Complete and submit insurance applications and renewal documentation for ownership signature.
• Renew business licenses, registrations, and certifications, and pay the associated fees.
• Recommend renewal, renegotiation, or cancellation of vendor contracts and subscriptions.
• Draft and revise company policies for ownership approval.

What this role is NOT authorized to do:

• Make final hiring, termination, promotion, or compensation decisions.
• Set or adjust pay bands, commission structures, or benefit contribution levels.
• Sign insurance applications, contracts, or agreements on behalf of the company.
• Bind the company to a new benefit plan, carrier, or vendor contract without Owner approval.
• Sign checks, authorize transfers, or handle incoming payments and deposits.
• Perform accounting functions — reconciliations, journal entries, or financial statement preparation.
• Engage, change, or dismiss the CPA, attorney, or insurance agent.
• Resolve a formal employee complaint or investigation unilaterally without escalation to ownership.

Non-Negotiables

The following are minimum requirements for the role:

• Payroll is processed accurately and on schedule, every cycle.
• No insurance policy, business license, vehicle registration, or required certification is ever allowed to lapse.
• Statutory deadlines — I-9, E-Verify, unemployment responses, garnishment orders, benefit notices — are met without exception.
• The Annual Compliance Calendar is kept current and is the single source of truth for recurring obligations.
• Employee complaints and injuries are documented and escalated promptly, never handled informally.
• Confidential personnel, medical, compensation, and disciplinary information is handled with discretion at all times.

STANDARDS NOTE

These standards protect Veritas's employees, its insurance coverage, and its legal standing. A missed renewal, a lapsed license, or an unfiled response is not a paperwork error — it is an exposure. Consistent shortfalls in these areas may be addressed through coaching, performance management, or other appropriate steps.

Performance Metrics

Performance is reviewed annually using the same categories as the responsibilities above:

• Payroll processed accurately and on schedule every cycle, with corrections tracked and trending down.
• Zero lapsed insurance policies, business licenses, vehicle registrations, or required certifications.
• Insurance renewal applications submitted no later than seven days before the binding deadline.
• Audit documentation delivered complete on the first request, with no follow-up requests from the auditor.
• New hire onboarding fully complete, with all documents signed, within five business days of start date.
• 90-day and annual performance reviews scheduled and documented within the target month.
• Benefit notices and deposits completed within their statutory windows.
• Policy acknowledgments collected from all employees within 30 days of issue.
• Annual Compliance Calendar reviewed and updated quarterly.
• Communication discipline with employees, ownership, vendors, auditors, and municipal offices.

Required Qualifications

• Three or more years of human resources administration or office management experience.
• Hands-on payroll processing experience, including timekeeping review and payroll tax recordkeeping.
• Benefits administration experience, including implementing or standing up a plan — not solely maintaining an existing one.
• Working knowledge of federal and Missouri employment law, including wage and hour rules, I-9 and E-Verify requirements, and unemployment claim procedures.
• Demonstrated ability to own recurring deadlines independently, without prompting or supervision.
• Proficiency in Microsoft Office and the ability to learn industry-specific software quickly.
• Strong written and verbal communication skills, with high attention to detail.
• Ability to handle confidential employee information with discretion.
• Valid driver's license and an insurable driving record.

Preferred Qualifications

• Experience in construction, trades, or another industry with multi-jurisdiction licensing and subcontractor compliance.
• Experience with HRIS, payroll, and timekeeping platforms comparable to those in use at Veritas.
• Experience managing commercial insurance renewals or supporting workers compensation and general liability audits.
• Familiarity with certificates of insurance, W-9s, and 1099 preparation for subcontractors.
• Experience administering a SIMPLE IRA or comparable small-employer retirement plan.
• SHRM-CP, PHR, or equivalent certification.

Physical & Environmental Requirements

• Office-based work in a standard professional environment.
• Extended periods of seated computer work.
• Occasional lifting of typical office materials (boxes of files, supplies).
• Occasional travel to job sites, municipal offices, or vendor meetings.
• Occasional extended hours during payroll, insurance renewal, audit, and year-end periods.

Pre-Employment & Ongoing Conditions

• Veritas Consulting & Construction Group, LLC maintains a drug-free workplace.
• Initial drug screening is required as a condition of employment.
• A background check is required as a condition of employment, given access to personnel and payroll information.
• A valid driver's license and insurable driving record must be maintained throughout employment.
• Continued employment is contingent on maintaining the trust required for handling confidential employee information.

Benefits

• Eight paid holidays annually: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve (half day), and Christmas Day.
• Paid Time Off at full-time status, inclusive of vacation and sick time — refer to the Paid Time Off Policy for accrual details.
• SIMPLE IRA retirement plan with employer contribution — refer to plan documents for eligibility and contribution details.

Employment Status

This is a full-time, at-will position. Either the employee or Veritas Consulting & Construction Group, LLC may end the employment relationship at any time, with or without cause and with or without notice. Nothing in this job description constitutes a contract of employment or a guarantee of continued employment.

Equal Employment Opportunity

Veritas Consulting & Construction Group, LLC is an equal opportunity employer. We do not discriminate in hiring, employment, or promotion on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law. Veritas is committed to providing a workplace free from discrimination and harassment, and to providing reasonable accommodations to qualified individuals with disabilities.