Description

General Description and Purpose:

At HR Wise LLC, our purpose is to save our clients time and money. Integrating technology into small business payroll and HR services is our specialty. We strive to help small businesses increase revenue and save time when it comes to payroll, HR, bookkeeping, and much more. We are a proud Equal Opportunity Employer and have created a wonderful work environment for our employees. IT’S THAT SIMPLE!

At HR Wise LLC, we maintain a high standard of excellence for clients, and employees. We are a firm believer that you can have fun at work and still perform at high levels. 

The Office Administrator is face of HR Wise and must possess the positive and professional attitude that our clients expect and deserve. They are responsible for overseeing the smooth operation of the corporate office including answering the phone, meeting scheduling, mail delivery and distribution, and other necessary administrative duties. This role supports all functional areas within HR Wise. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice at the Company’s discretion.

Work Schedule:

• The office hours are 8am to 5pm Monday thru Friday, however, this is a pull-time hourly position and schedule will vary based on business needs.
• Requests to be scheduled off for a specific day require a 2-week advanced notification through our timekeeping system, and approval by immediate Supervisor.
• Part-time flexible availability to accommodate a 20-hour work week is required.

Responsibilities:

• Contribute to the organizational culture.
• Listen to all missed recorded phone messages, view and scan faxes, return any missed calls, and relay messages to proper HR Wise team members.
• Field phone calls, answer door and greet guests and staff in an upbeat and positive manner. Act as a great host!
• Record phone message for any business closure date or scheduled holiday.
• Ensure all confidential Client/Employee files, folders, documents, or any other information are locked in proper filing cabinets at the end of each business day.
• Maintains office supplies, order and replenishes stock as needed for both office and breakroom areas.
• Implements and maintains filing systems for the office.
• Maintains records, supplies and maintenance for all office equipment, (copiers, printers, postage meters, etc.; including monthly meter readings). 
• Ensures operation of equipment by completing preventive maintenance requirements and notifying the HR Wise IT Department for any necessary repairs or replacements.
• Coordinates desk set-up for new employees including, but not limited to, office supplies, office furniture and desk telephones.
• Point of Contact for and day-to-day coordination of select site vendors, including delivery service providers (US Postal Service, Federal Express, UPS, etc.), office cleaners, vending service, and shredding service provider.
• Assist with payroll package tracking on a weekly basis.
• Provide administrative assistance to the executive team in addition to assisting the payroll, human resources, and accounting departments as needed.
• Coordinate and schedule meetings and events, including periodic management meetings, and assist with team and client communications.
• Takes meeting notes, compose memos, scan cards of new business contacts, handle multiple projects assigning priorities as needed.
• Support for sales team including the completion of any proposal folders as needed.
• Take ownership of maintaining a professional office atmosphere and upkeep of shared spaces, including refilling supplies, tidying up, purchasing snacks, and overseeing refrigerator cleanout.
• Efficiently manage administrative issues within the office and coordinate with appropriate team members to solve problems, identify inefficiencies and ensure smooth operation of office functions.
• Coordinate office events and celebrations.
• Assist all Company departments with special tasks and projects.
• Attend all designated team meetings.
• Other duties as assigned.

Requirements

 Required Skills/Abilities: 

• Self-starter
• High level of humility and integrity
• Proficient in computer skills and software such as Office 360 and Outlook
• Provides exceptional customer service
• Exceptional attention to detail and data accuracy
• Excellent communication, follow-up skills and strong work ethics

Education and Experience: 

• High School Diploma or equivalent
• A minimum of 1 years of administrative assistance experience

Physical Requirements:

• Ability to move throughout all areas of the workspace
• Stand and/or sit continuously and perform job functions for a full shift with meal break
• Ability to use a PC or laptop for an extended period of time
• Prolonged periods of sitting at a desk and using standard computer/office equipment
• Physically able to stand, bend, stoop, kneel, reach, twist, lift, push, pull, climb, balance and crouch with reasonable accommodations
• Ability to lift 50 pounds with reasonable accommodations

Performance Standards:

• Responsible for wearing professional clothes according to company dress code, and well-groomed at all times
• Comply with performance criteria, discipline and procedures contained in the Employee Handbook and Employment Package, Company Policies and Procedures, Code of Conduct and Ethics, and Safety policies, confidentiality agreement and other company standards
• Must meet a satisfactory job performance
• Must be able to perform the job responsibilities, with or without reasonable accommodation