Job Position: DIVISION ADMINISTRATOR

Reports To: HR Manager

Job Type: Full-time, non-exempt

Pay: $22.00 Hourly

Position Overview:

The Division Administrator at LiveHappy, LLC is a critical administrative governance role responsible for supporting payroll accuracy, workforce coordination, compliance, and administrative consistency across assigned divisions. This position serves as the first point of contact for employee administrative needs while acting as an embedded business partner to division managers.

The Division Administrator operates under the functional oversight of the HR Manager to ensure payroll integrity, compliance with labor requirements, and accurate workforce data, while supporting operational leadership through effective administrative execution.

Key Responsibilities:

Administrative Governance and Coordination:

1. Serve as the primary point of contact for administrative needs within assigned divisions.
2. Act as a liaison between Human Resources, Payroll, division managers, supervisors, and employees.
3. Ensure administrative processes are executed consistently and in alignment with company policy and compliance standards.

Workforce Scheduling and Planning:

1. Coordinate and manage employee schedules to ensure appropriate coverage, breaks, and lunches in compliance with California labor requirements.
2. Assist managers and supervisors with scheduling conflicts and workforce planning needs.
3. Support coverage coordination to address staffing gaps and reduce unnecessary overtime.

Employee Support and First-Line Service:

1. Serve as the first point of contact for employees regarding timekeeping, schedules, and schedule changes.
2. Assist with timecard reviews and corrections prior to payroll processing.
3. Support updates to employee personal information, including email address, home address, and contact details.
4. Assist employees with direct deposit updates and administrative system requests.
5. Coordinate credential enrollment, re-enrollment, and system access as required.
6. Direct sensitive or policy-related matters to HR for review and resolution.

Payroll and Payroll Auditing Support:

1. Verify employee schedules, hours worked, and overtime prior to payroll submission.
2. Identify discrepancies, trends, or risks impacting payroll accuracy or compliance.
3. Coordinate payroll corrections with managers and HR.
4. Support payroll audits and compliance reviews.
5. Assist in monitoring overtime usage and identifying opportunities for cost control.
6. HR maintains final payroll approval authority and audit responsibility.

Business Partnership with Division Leadership:

1. Act as an embedded administrative business partner to assigned division/department managers.
2. Support execution of workforce and administrative decisions while maintaining HR governance standards.
3. Assist with documentation, reporting, and administrative coordination.
4. Enable managers to focus on operational leadership by managing administrative execution.
5. Assist division leaders with administrative support related to training coordination, onboarding logistics, and tracking completion of required training.
6. Support division leadership by tracking and reporting administrative success metrics such as attendance trends, overtime usage, scheduling compliance, and workforce coverage.
7. Provide ongoing administrative support to division leaders to promote consistency, visibility, and follow-through on workforce initiatives.
8. Serve as a support resource to division leadership for administrative planning, communication rollouts, and process improvements, while escalating policy or compliance matters to HR as required.

Organizational Impact:

The Division Administrator plays a key role in improving payroll accuracy, reducing payroll errors, strengthening workforce visibility, enhancing compliance and audit readiness, reducing unnecessary overtime, and improving administrative service delivery across LiveHappy.

Qualifications:

1. High school diploma or equivalent required; associate or bachelor’s degree preferred.
2. Prior experience in management, administrative support, HR support, payroll coordination, or workforce administration preferred.
3. Strong organizational skills and attention to detail.
4. Proficiency in Microsoft Office, timekeeping, HRIS systems. Computer literacy is a must.
5. Ability to manage confidential information with professionalism.
6. Strong communication and interpersonal skills.
7. Must be 21 years of age, or older.
8. Must be bilingual - English and Spanish proficiency at minimum.

Additional Responsibilities:

The Division Administrator may be required to perform additional administrative duties beyond those outlined in this job description to support the evolving needs of LiveHappy, LLC. Flexibility, adaptability, and a willingness to contribute to organizational success are essential components of this role.