Administrative Support Specialist (on-site)

Position Title: Administrative Support Specialist 

Reports to: Office Manager 

Position Summary: 

The Administrative Specialist provides comprehensive support to the HR, Finance, and Executive teams by performing general administrative functions to ensure smooth administrative operations. This role involves a combination of administrative support, HR coordination, finance and adherence to company policies and procedures 

Duties/Responsibilities: 

• Assist with recruiting tasks, scheduling interviews, and managing onboarding processes.
• Develop and maintain onboarding and offboarding procedures.
• Support recruitment practices and maintain employee documentation.
• Track and maintain employee records and performance reviews using HR systems.
• Assist with payroll related tasks.
• Submit payroll reports and resolve payroll tax agency notices.
• Manage all aspects of insurance/Cobra enrollments, changes, and cancellations.
• Maintain Retirement, PTO, health insurance, Cohen Cares, and other employee benefits.
• Research, implement, and update human resource policies and procedures to ensure compliance with labor laws and regulations.
• Document and submit benefit and payroll-related reporting to stay compliant with federal and state regulations.
• Support safety administrative tasks and maintain policies and guidelines.
• Excellent time management skills and ability to prioritize work.
• Strong problem-solving skills and exceptional attention to detail.
• Proficiency with Microsoft Office and HR systems.
• Highly motivated with the ability to prioritize and self-manage workload.

• Excellent oral communication skills with co-workers and clients.
• Models Finest Craftsmanship: Zero Defects. Never let a defect reach the Customer.
• Maintains Excellent Relationships: Treats everyone with respect, including co-workers, guests, and clients.
• Keeps workplace drama-free by respectfully resolving conflicts and misunderstandings immediately.
• Displays On-Time Delivery: Shows up to work on time, attends meetings punctually, and completes tasks promptly.
• Assist the finance department with invoice processing, expense reporting, and purchase order tracking.
• Support accounts payable and receivable documentation.
• Help maintain organized financial records and assist with month-end reconciliation tasks.
• Provide administrative assistance during audits and annual financial reviews.
• Coordinate communication between HR, operations, and finance for payroll and expense-related matters.

Physical Requirements:   

• Prolonged periods sitting at a desk and working on a computer 
• Must be able to lift up to 35 pounds at times 
• Works onsite.

Evaluation Metrics: 

• Level of output.
• Quality of work produced.
• Ability to work as a team player.
• Demonstrated diversity in tasks beyond primary role.