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Summary of Primary Duties
The Human Resource/Office Manager will be responsible for in-office human resources and office functions. He/She will support the HR Director to conduct recruitment, maintain personnel files, and ensure smooth and efficient office operations. The Human Resources/Office Manager is a dual-role involving full spectrum human resources and office management responsibilities of AED Institute. This role is responsible for performing HR-related duties on a professional level in the following HR functional areas: benefits enrollment, employee relations, performance management, onboarding, policy implementation, recruitment/employment and employment law compliance. The office manager component of this position is responsible for overall front office activities, managing IT requests, large purchasing requests and facilities and management of the building.
Duties
Human Resources
Implement recruitment of short and long term personnel through collection and verification of candidate documentation.
Organize and participate in review of job applications, candidate shortlisting, and interviews.
Prepares documentation for new hires, or changes in pay, status or benefits.
Interprets, assists and advises employees and managers regarding leave management and benefit eligibility, and HR procedures and policies within the specified guidelines.
Coordinates training events or programs and recommends resources, as needed.
Check professional references and prepare job offers.
Conduct termination procedures, including arranging exit interviews, and collection of all equipment and termination documents.
Administers various human resource plans and procedures for all company personnel; assists in the development and implementation of employee handbook and personnel policies and procedures, in conjunction with senior management.
Conducts recruitment efforts; conducts new-employee orientations.
Handles employee relations counseling, outplacement counseling and exit interviewing.
Maintains company organization charts and the employee directory.
Recommends new approaches, policies and procedures to effect continual improvements in efficiency of the department and services performed.
Maintains compliance with federal and state regulations concerning employment.
Communicates policies and procedures to staff.
Office Management
Backup receptionist and administrative assistant duties as required.
Supervise the booking of travel and accommodation arrangements for traveling staff and consultants.
Manage utilities service agreements for office operations.
Maintain documentation on insurance, including office equipment and property.
Support logistical arrangements for project activities.
Responsible for management of the building, which includes but not limited to managing repairs, tenant issues, etc.
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.).
Supervises and coordinates overall administrative and office activities.
Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
Responsible for arranging internal office moves.
Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
Participates as needed in special department projects.
Qualifications
Bachelor’s degree in Business Administration or related field
5+ years of relevant experience and progressive responsibility in office administration, including at least 2 years in human resources.
Five to seven years’ combined human resource and office management experience is preferred.
Solid understanding of federal and state employment regulations .
Working knowledge of office processes.
Accuracy in working with large amounts of data.
Ability to respond effectively to time sensitive demands & inquiries.
Proficiency using Microsoft office suite, and other relevant software.
Demonstrated strong problem-solving skills as well as exceptional customer relations (both internal & external); provides sound business judgment and contractual oversight.
Excellent communications and personnel management skills.
An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.
