Job Openings

HR Manager/Office Manager

Job ID: BH436790

Category: Office Manager, HR Manager

Specialty: Human Resources

HR Manager/Office Manager

Direct Hire

Job Location: Salem NH.  (must be onsite)

Hours: 40

Company Information, Industry, Size: Small company but part of a larger one located in Boston.  

Team Size: 10 in whole office.

Interview Process: Virtual and possibly one in person 

Must Haves:

  • 5+ years of experience. 

 

Job Summary/Description:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

 

General Office Management & Administration

  1. Provides general oversight and direction of the Administrative Assistant and serves as back up to the Administrative Assistant with front desk reception coverage, ensuring appropriate staffing from 8:00 a.m. – 5:00 p.m.
  2. Ensures daily coverage by Trust Committee members, coordinates office and placement of H&B employees, setting up each workstation as needed and ensuring each H&B employee is operating at full capacity.
  3. Responsible for interfacing with property manager and other service providers, including H&B, for the maintenance of the office, including supplies, furniture and carpet cleaning, any in-house electrical or carpentry work, painting, plants, keys, special cleaning requests, and any other relevant facilities matters, as well as technological needs. Responsible for tenant work orders, reviewing invoices for accuracy, and requests made to building maintenance.  Provides team support for any office renovations or relocations.  The extent of the assignments to be determined by the Director of Operations and Administration.
  4. Plans and executes office related events in coordination with the H&B Director of Office Services and Facilities and under the direction of the Director of Operations & Administration.
  5. Maintains Business Continuity plans (“BCDR”) and works with the Director of Operations and Administration on annual updates and testing plan set forth in procedures.  Documents failures and provides reports on testing and actual disruption results.    Collaborates with the H&B Director of Office Services and Facilities regarding office closures resulting from inclement weather and other BCDR activation.  When appropriate, ensures accurate transfer of phones and communication of office closure.    
  6. Facilitates annual review of all policies and procedures and reviews all changes made for accuracy and completeness. 
  7. Coordinates and oversees transition to electronic filing and scanning of all files into the Document Management System, ensuring compliance with established naming conventions.  Develops process for scanning of incoming mail.

 

  1. Adheres to all Company policies and procedures as set forth in the Company’s AML, Conflict of Interest, Policy and Procedure Manual and Code of Ethics. 
  2. Provides general support for Management and other HTC staff, as required.
  1. Supports IT as related to general office management.
  1. Additional responsibilities as assigned from time to time by supervisor.

Human Resources

  1. Under the general oversight of the H&B Director of Human Resources, develops and maintains job descriptions, facilitates annual performance reviews, implements compensation changes, posts ads for vacant positions, calls references, extends offers and drafts offer letters, executes background checks and approves payroll.  Facilitates the termination process of employees, as needed, in accordance with Federal and State laws. 
  1. Reviews electronic timecards in the ADP Time and Attendance database for accuracy and supervisor approval.  Processes bi-weekly transfer of payroll data using ADP Workforce Now.  Runs necessary report previews to assess for accuracy before processing final payroll and compiles internal management reports from weekly payroll data and Master Control.
  1. Confirms the timely and accurate posting and receipt by third party administrators and government agencies of payroll taxes and employee benefit deductions. Researches and resolves federal and state payroll tax notices.
  1. Exercises discretion and maintains complete confidentiality and ethical conduct in all aspects of the position.

Vendor Management

  1. Compares prices and negotiates contracts regarding the purchase and maintenance of furniture and equipment, office supplies, vendors and other misc. office related contracts.  Reviews and approves invoices in accordance with contract terms and ensuring delivery of goods and services.
  2. Responsible for the third party vendor oversight program in accordance with Company third party service  policies.  Periodically reviews and updates such policies.  Facilitates collection of SOC reports, update of evaluations and user entity control considerations, and schedules meetings with process owners to review and update user entity controls.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  1. Ability to plan for, manage and evaluate the operations and facilities of a professional services firm at a level normally attained through an Bachelor’s degree in business administration or equivalent experience.
  2. Ten years of progressively responsible work experience in assisting with management of operations and facilities supporting a professional service organization, including three to five years of on the job experience or related educational experience in HR, processing payroll and management of staff, with an understanding of discretion.
  3. Knowledge of pertinent federal and state regulations, filing and compliance requirements affecting employee benefits programs, including ERISA, COBRA, FMLA, ADA, Section 125, and workers’ compensation.
  4. Computer proficiency and technical aptitude in MS Office Suite including Word, Excel, Outlook and Access and ADP Workforce Now. 
  5. Ability to identify and analyze issues and problems, and to recommend and implement solutions.
  6. Ability to organize and prioritize numerous tasks and complete them under time constraints.
  7. Excellent organizational skills including recordkeeping, data collection and system information.  Ability to compile and analyze date and furnish information in report format, written correspondence, email or verbally. 
  8. Excellent interpersonal, verbal, and written communication skills.  Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instruction, provide information and maintain effective relationships with a diverse group of attorneys, staff and outside contacts.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Direct

Location: Salem, New Hampshire