Human Resource &Admin Specialist

One of my Client in Waltham is looking for a highly organized, compliance-driven, and proactive Human Resources & Administrative Specialist to oversee HR operations, payroll management, benefits administration, vendor management, and office administration across multiple jurisdictions.

This role is ideal for someone who thrives in a fast-paced environment, enjoys ownership of processes, and understands the importance of compliance, accuracy, and confidentiality.

• Draft and manage job postings (LinkedIn, Indeed, recruitment agencies)
• Coordinate interviews and prepare offer letters
• Manage onboarding (I-9 verification, payroll setup, benefits enrollment)
• Execute offboarding tasks (final payroll, COBRA processing, system access removal)
• Enforce company policies & practices
• Accurately resolve payroll discrepancies and answer employee questions regarding payroll, 401k, and benefits
• Advise and support managers with employee relations issues including performance management, disciplinary, and grievance o Monitor and report key employment issues to SMGT

Multi-Country & Multi-state Payroll Administration

• Manage the preparation of bi-weekly payroll (U.S. & Canada) and bi-monthly payroll (Colombia)Ensure accurate and timely processing of payroll updates including new hires, terminations, bonuses and changes to pay rates.
• Process overtime in accordance with federal (FLSA) and state wage laws
• Generate payroll reports and reconcile with Finance
• Strong understanding of multi-state payroll laws,
• Extensive knowledge of the payroll function including preparation, balancing, internal control, 401k compliance, and payroll taxes Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices

Benefits Administration

• Maintain & enhance employee benefit programs (medical, dental, vision, HRA/FSA, disability)
• Analyze trends in compensation and benefits; researches and proposes competitive base and incentive pay programs to ensure the organization attracts and retains top talent.
• Manage leave management programs
• Reconcile monthly carrier invoices

Manage open enrollment and employee benefits communication Compliance & Employment Law

Maintain working knowledge of U.S. employment laws, including:

• Ensure compliance with federal and state wage/hour laws (e.g., FLSA) ADA
• COBRA
• state specific sick leave laws
• Maintains compliance with federal and state employment laws and regulations • Update and review policies to maintain compliance.
• State-specific labor compliance requirements

Office Management

• Act as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers. Manage building administration and office vendors
• Oversee access control and security systems
• Maintain accurate documentation and secure system credentials QUALIFICATIONS & EXPERIENCE
• Bachelor’s degree in Human Resources, Business Administration, Finance, or related field preferred.
• 3–7 years of progressive HR Management & administrative experience
• Experience managing payroll operations
• Strong knowledge of U.S. and State specific employment law compliance
• High attention to detail and financial accuracy
• Strong organizational and deadline management skills
• Bilingual English/Spanish required
• Advanced Excel and HRIS experience TECHNICAL & CORE COMPETENCIES
• Advanced Microsoft Office (Excel required)
• Payroll reporting & reconciliation
• HRIS navigation
• Document management systems