Job Description
The HR & Office Administrator role performs a variety of clerical, administrative and HR related tasks for the efficient operation of the office and the whole of the US organization. This position wears multiple hats as required.
GENERAL EXPECTATIONS
- Achieve and maintain high quality in work, client relations (internal in this case) and team relations.
- Understand and demonstrate the qualities identified in the firm’s Code of Conduct.
- Consistently meet deadlines, while maintaining high quality work.
- Become familiar with the firm’s policies and procedures.
- Perform other duties as assigned.
- Flexible and adaptive to work with multicultural teams across the continents.
- Ability to maintain strict confidentiality required.
- Ready to take up responsibilities in a dynamic organizational environment as required.
HUMAN RESOURCES RESPONSIBILITIES:
- Conducts recruitment efforts- posting, collating, maintaining database, and coordinating with departments, scheduling interviews and updating interview comments.
- Conducts pre-joining activities like background check, id creation, employee record creation, etc. and offer letter creation
- Conducts new-employee orientation, induction and helps in assimilation.
- Administers various human resource plans and procedures.
- Assists in the regular updating and implementation of employee handbook and personnel policies and procedures, in conjunction with senior management.
- Performs benefits administration to include claims resolution, change reporting and communicating benefit information to employees.
- Exit interviewing.
- Maintains compliance with federal and state regulations concerning employment.
- Maintains and updates employee records
- Facilitate timekeeping process by reviewing hourly punches, running reports, obtaining corrections, obtaining approvals
- Assist the HR manager on day-to-day operations
- Coordinate with corporate office for all related human resource functions.
- Address personnel related issues at the first level.
- Organize and plan any employee related events.
- Conduct safety meetings as required
- HR data analysis and reporting.
OFFICE ADMINISTRATOR RESPONSIBILITIES:
- Responsible for maintenance & management of an efficient office space.
- Manages front desk, official phone calls, correspondence, and related follow-ups (e-mail, letters, packages etc.)
- Stay up to date on all permits and licensing
- Order business cards, name badges, and other office supplies specific for each new employee.
- Liaise with internal departments to set up workspace, phone, and access specific for each new employee.
- Negotiates the purchase of office supplies and furniture, office equipment, etc., for the office and entire staff in accordance with company purchasing policies and budgetary restrictions.
- Supervises the maintenance of office equipment, including copier, fax machine, etc.
- Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
- Coordinates with vendors for maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
- Act as a go-to person for our employees for facilities and admin issues/concerns.
- Act as a single point of contact for vendors, suppliers for NOLA office and maintain trusting relationships with suppliers, customers, and colleagues.
- Manage agendas/travel arrangements/appointments for department managers, staff,etc.