HR Office Administrator

HR Office Administrator Location: Midtown Manhattan, NYC Reports to: Human Resources Dept Position Summary The Office Manager / HR Administrator ensures our Midtown NYC office runs smoothly and efficiently while providing high-caliber executive support to the VP. This role oversees day-to-day office operations, is the primary point of contact for visitors and staff, and partners with HR on hiring, onboarding, and employee relations. Confidentiality, organization, and follow-through are essential. Key Responsibilities Office Operations & Facilities Own daily office operations; maintain a professional, welcoming, and productive workplaceManage office supplies and equipment (inventory, ordering, vendor coordination, basic troubleshooting)Oversee maintenance, repairs, cleaning services, and building management requests, track resolution to completionMaintain office files and records (digital and hard copy) with accurate, up-to-date, and confidential informationHandle incoming/outgoing mail, packages, and courier logisticsExecutive Support Provide proactive administrative support to the VP (calendar, task tracking, follow-ups, document preparation, and meeting materials)Coordinate stakeholder communications and ensure action items are captured and closedFront-of-House & CommunicationsServe as the main point of contact for the office; greet visitors and manage visitor access/badgesTriage and route incoming calls, emails, and inquiries; draft clear, professional communicationsSchedule meetings, conference rooms, and appointments; prepare agendas and coordinate basic meeting logisticsHR Support Assist with recruiting logistics (postings, interview scheduling, candidate communications) in partnership with HRCoordinate onboarding: pre-start communications, first-day logistics, workspace setup, systems access, and I-9/e-file completionSupport employee relations administration (policy acknowledgments, incident intake routing, documentation, and follow-up)Help maintain HR records and files in accordance with confidentiality and retention requirementsQualifications 5 years of office administration and/or HR administrative experience in a fast-paced, professional setting.Strong calendar management and coordination skills; impeccable attention to detail and follow-through.Excellent written and verbal communication; customer-service mindset.Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and comfort with HRIS/ATS tools.Proven ability to prioritize and manage multiple tasks under deadlines with minimal supervision.High degree of professionalism, discretion, and sound judgment.Work Environment / Physical Requirements Primarily on-site in Midtown Manhattan.Ability to remain at a workstation for extended periods; occasional light lifting (supplies/equipment) and file retrieval.Regular use of standard office equipment (computer, phone, copier/printer).