Job Summary
The Office & HR Administrator serves as the first point of contact for employees, candidates, visitors, and vendors while providing comprehensive administrative support across Human Resources, office operations, and Environmental Health & Safety (EHS). This is a highly visible and fast-paced role that requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities simultaneously.
The position is responsible for supporting recruitment, onboarding, employee administration, office coordination, front desk reception, and general business operations. Given the nature of the role, the successful candidate must demonstrate the highest levels of professionalism, discretion, and confidentiality when handling employee, candidate, and company information.
Key Responsibilities
Human Resources Administration
- Coordinate recruitment activities, including scheduling phone, virtual, and onsite interviews.
- Serve as a point of contact for candidates throughout the recruiting process.
- Maintain applicant tracking systems, recruitment trackers, and hiring records.
- Assist with onboarding activities, including preparation of new hire documentation and orientation scheduling.
- Maintain employee personnel files and HR records in accordance with company policies and regulatory requirements.
- Support HR reporting, audits, compliance activities, and data management.
- Assist with employee lifecycle administration, including employee changes, benefit communications, and offboarding activities.
- Prepare HR correspondence, forms, presentations, and other administrative documentation.
- Support HR projects and continuous improvement initiatives as required.
Office Administration & Reception
- Serve as the primary receptionist and front desk contact for the site.
- Welcome and assist visitors, interview candidates, vendors, and contractors in a professional manner.
- Manage and assist with visitor logs, badges, and meeting room coordination.
- Coordinate office lunches, catering orders, and company events.
- Order and maintain office supplies and kitchen inventory.
- Support meeting scheduling and site-wide communications.
- Assist departments with administrative tasks, document preparation, and coordination activities.
- Help maintain a professional, organized, and welcoming office environment.
EHS Administration Support
- Provide administrative support to Environmental Health & Safety programs and initiatives.
- Support the administration of EHS training records, documentation, and compliance trackers.
- Assist with scheduling EHS training sessions and meetings.
- Support document management and filing of EHS records.
- Assist with preparation and distribution of EHS communications and materials.
Education & Experience
- Associate's degree or equivalent combination of education and experience preferred.
- 2+ years of administrative experience required.
- Previous experience supporting Human Resources, recruiting, office administration, or related functions preferred.
- Experience in a life sciences, biotechnology, pharmaceutical, manufacturing, or similar regulated environment is beneficial but not required.
- Experience working with HRIS systems is an advantage.
Qualifications, Skills & Competencies
Required Skills
- Exceptional organizational and time management skills.
- Strong attention to detail and accuracy.
- Excellent interpersonal, verbal, and written communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong customer service orientation and professional presence.
- Ability to work independently while also collaborating effectively with colleagues across departments.
- Demonstrated commitment to handling confidential information with discretion and professionalism.
Technical Skills
- Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to create reports, trackers, presentations, and business correspondence.
- Experience using databases, HR systems, and document management systems preferred.
Personal Attributes
- Positive, approachable, and service-oriented attitude.
- Professional and polished front-of-house presence.
- Resourceful with strong problem-solving abilities.
- Flexible and adaptable in a dynamic work environment.
- High degree of integrity and trustworthiness.
Working Conditions
- Primarily office-based role requiring regular presence at the reception/front desk area.
- Frequent interaction with employees, candidates, visitors, and external partners.
- Requires the ability to manage confidential employee and business information at all times.