Office and Human Resources Administrator

Office & Human Resources AdministratorThe Office & Human Resources Administrator keeps Sea Pointe Design & Remodel's offices running smoothly day to day and provides administrative support across HR and operations. This is a hands-on, execution-focused role: office management, vendors, supplies, and equipment, while handling core HR administration such as personnel records, onboarding paperwork, and benefits coordination.The Office & HR Administrator is often the first point of contact for employees and vendors at our offices.

The role works closely with the Director of Finance & Accounting and leadership team members, serves as the in-house systems administrator and liaison to our managed IT provider, and coordinates with outside vendors to keep people, spaces, and equipment ready for work.Office Operations & FacilitiesManage day-to-day logistics for both office suites, including the design showroom, keeping spaces clean, stocked, organized, and client-ready.Coordinate with vendors for janitorial, maintenance, repairs, and supply needs; schedule service and confirm work is completed.Maintain office and kitchen supply inventory and place orders within budget.Serve as point of contact for building management, keys and door access, and emergency procedures.Manage the Ubiquiti UniFi door access system, including issuing and removing employee access.Coordinate printer fleet service, supplies, and conference room setup for meetings and client presentations.Track office-related vendor contracts, service agreements, and renewal dates.Administrative & Operations SupportProvide administrative support to the Director of Finance & Accounting and leadership team members, including scheduling, document preparation, and follow-up on action items.Maintain organized company files, shared drives, and document templates so staff can find current versions quickly.Coordinate company calendars, meeting logistics, and room bookings.Collect and track certificates of insurance, licenses, and vendor W-9s; flag upcoming expirations.Support operational processes across departments by maintaining checklists, logs, and trackers.Identify recurring administrative bottlenecks and suggest practical fixes to leadership.HR Administration & Compliance SupportMaintain employee personnel records in BambooHR with accuracy and strict confidentiality.Coordinate benefits administration tasks with our third-party vendor, including enrollments, changes, COBRA notices, and open enrollment logistics.Process 401(k) enrollments and changes at hire and termination.Track leave of absence requests and documentation (FMLA, CFRA, PDL, and other protected leaves), escalating decisions to the Director of Finance & Accounting.Process separations paperwork, employment verifications, and routine EDD and agency correspondence.Keep labor law postings current in both offices.Schedule and track completion of required trainings, including Sexual Harassment Prevention and Workplace Violence Prevention.Support the annual workers' compensation audit and maintain injury and illness prevention documentation.Keep the Employee Handbook, job descriptions, and organizational chart up to date as changes are approved.Recruiting & Onboarding SupportPost approved job listings, manage the BambooHR applicant pipeline, and schedule interviews with hiring managers.Coordinate reference and background checks and prepare offer letters from approved templates.Run the new hire onboarding checklist: paperwork, workspace, equipment, system access requests, and first-day orientation.Run the offboarding checklist: equipment return, access removal requests, and final paperwork.Schedule 90-day and annual review reminders and track completion for managers.Payroll & Finance SupportImport hours worked for non-exempt employees into BambooHR after each pay cycle to keep PTO accruals accurate.Help keep employee data consistent between BambooHR and the payroll system.Code and submit office-related invoices and receipts, and reconcile office purchases on the company card.Prepare Compensation One Sheets for annual reviews using data provided by Finance.Technology & Equipment CoordinationServe as the first point of contact for everyday tech issues (printing, email access, conference room A/V) and open tickets with our managed IT provider as the company's primary liaison for escalations, device monitoring, security, and system changes.In-house administrator for company systems, applications, and subscription based platforms.Create, configure, and deactivate user accounts, permissions, and MFA for new hires and departures in coordination with the managed IT provider, and confirm access is in place on day one.Maintain the company inventory of computers, phones, and accessories, including who has what and when it was issued.Coordinate device ordering, setup, and returns with IT and vendors such as Verizon Business and Dell.Track software licenses and subscriptions and flag unused seats or upcoming renewals.Culture & EngagementSupport the Fun Committee, including quarterly events and annual celebrations within budget and in coordination with the DOFI.Assist with birthdays, work anniversaries, and recognition moments.Distribute company announcements and policy updates as directed by leadership.Administer employee surveys and compile results for leadership.AuthorityAuthorized to purchase office supplies and routine office services up to $500 without prior approval.Authorized to schedule and coordinate directly with approved office, facilities, and IT vendors.Recommends process improvements and new vendors to the Director of Finance & Accounting for approval.Performance ObjectivesOffices are stocked, clean, and client-ready every business day.New hires have paperwork, workspace, equipment, and access ready on day one.Personnel records, postings, and required trainings stay current and audit-ready.Ensures company compliance regarding all labor law matters and training requirements.Office spending stays within the approved budget.Employee and vendor requests are acknowledged within one business day.Qualifications5-7 years of experience in office administration, HR administration, or operations support; construction or professional services experience a plus.Working knowledge of California employment basics (leave, postings, required trainings); HR certificate a plus.Experience with an HRIS such as BambooHR, and proficiency in Microsoft 365, especially Excel and Outlook.Experience administering user accounts and permissions in business software such as Microsoft 365, plus basic tech troubleshooting.Strong organization, follow-through, and written and verbal communication.Proven discretion handling confidential employee information.Bilingual in English and Spanish (spoken and written) a plus.Core CompetenciesConfidentiality and Integrity.Organization and Attention to Detail.Service Orientation.Multitasking and Prioritization.Problem Solving and Resourcefulness.Technical Aptitude.