Job Description

HR Operations and Engagement Administrator

About This Role

We're seeking a dynamic HR Operations and Engagement Administrator to serve as the backbone of our HR department while creating memorable experiences that connect our team and community. This multifaceted role combines HR operations precision, creative event management, community outreach leadership, and comprehensive office management. You'll be instrumental in shaping our company culture, managing our physical workspace, and building meaningful connections both internally and externally.

Key Responsibilities

HR Operations Management

• Maintain and update employee records, ensuring accuracy and compliance with data protection regulations
• Process new hire paperwork, onboarding documentation, and employment verification requests
• Coordinate benefits enrollment, changes, and employee inquiries with insurance providers
• Support payroll processing by collecting timesheets, tracking PTO, and managing employee data updates
• Assist with performance review cycles, including scheduling, documentation, and follow-up coordination
• Manage HR filing systems, both digital and physical, ensuring confidentiality and organization
• Generate HR reports and analytics for leadership team review
• Support compliance initiatives including I-9 verification, background checks, and policy updates

Event Planning & Employee Experience

• Plan and execute company-wide events including holiday parties, team building activities, and milestone celebrations
• Coordinate employee recognition programs, awards ceremonies, and appreciation events
• Manage office social events, lunch-and-learns, and professional development workshops
• Organize new employee welcome events and onboarding experiences
• Plan and coordinate annual company retreats, conferences, or off-site gatherings
• Collaborate with leadership on town halls, all-hands meetings, and company announcements
• Manage vendor relationships for catering, venues, entertainment, and event supplies
• Create event budgets, track expenses, and ensure cost-effective execution

Community Engagement & External Events

• Develop and implement community engagement strategies to enhance company visibility and social impact
• Plan and coordinate community outreach events, sponsorships, and volunteer activities
• Organize participation in local business events, networking functions, and industry conferences
• Manage relationships with community partners, non-profit organizations, and local business groups
• Coordinate corporate social responsibility initiatives and charitable giving events
• Represent the company at external events and community gatherings
• Track and report on community engagement metrics and impact
• Collaborate with marketing team on community-focused content and communications

Front Desk Supervision & Office Management

• Supervise front desk operations and reception staff, providing training and performance guidance
• Ensure professional visitor experience including greeting, security protocols, and meeting room coordination
• Manage office facilities including maintenance requests, vendor relationships, and space planning
• Oversee facilities ticket system management, tracking requests from submission to completion
• Coordinate building security, access control, and emergency procedures
• Manage mail services, package delivery, and courier relationships
• Supervise cleaning services, office equipment maintenance, and facility upgrades
• Handle conference room bookings, technology setup, and meeting logistics
• Ensure compliance with health, safety, and building regulations
• Manage office moves, relocations, and workspace reconfigurations
• Oversee office supplies procurement, inventory management, and budget tracking

Technology & Partner Portal Management

• Maintain and update partner portal website with current information and resources
• Manage user access, permissions, and account setup for partner portal users
• Coordinate with IT team on website functionality, updates, and troubleshooting
• Create and update partner portal content including documents, announcements, and resources
• Monitor portal usage analytics and generate reports for leadership
• Provide technical support and training to partners using the portal
• Ensure portal security protocols and data protection compliance
• Manage integration between partner portal and other business systems

Administrative Excellence

• Serve as first point of contact for employee HR questions and concerns
• Schedule and coordinate meetings for HR leadership and cross-functional teams
• Support recruitment efforts by coordinating interviews, candidate communications, and logistics
• Assist with employee surveys, feedback collection, and culture initiatives
• Handle special projects as assigned by HR leadership
• Oversee administrative staff and delegate tasks effectively
• Manage executive calendar coordination and travel arrangements

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, Event Management, Communications, or related field
• 5-8 years of experience in HR operations, office management, or event planning with supervisory experience
• Proven experience managing front desk operations or administrative teams
• Strong proficiency in HRIS systems, Microsoft Office Suite, Google Workspace, and ticketing systems
• Experience with event planning software, vendor management, community engagement, and website management
• Knowledge of employment law basics, HR compliance requirements, office management best practices, and facilities management
• Basic web content management and portal administration experience
• Excellent written and verbal communication skills with public speaking abilities
• Strong organizational skills with attention to detail and ability to manage multiple priorities
• Experience managing budgets and vendor relationships
• Demonstrated leadership and team management capabilities

Preferred Qualifications

• Professional certification in HR (PHR, SHRM-CP), Event Planning (CMP, CSEP), or Facility Management (FMP)
• Experience with ATS systems, payroll software, and benefits administration
• Background in corporate event planning and community engagement with budget management experience
• Familiarity with employee engagement platforms, survey tools, facility management systems, and web content management systems
• Experience with ticketing systems, help desk software, and partner portal platforms
• Project management certification or demonstrated project management skills
• Experience in non-profit or community relations work
• Knowledge of local business networks and community organizations

Skills & Competencies

Technical Skills:

• HRIS and payroll system proficiency
• Event management software and tools
• Facility management and office administration systems
• Ticketing system administration and tracking
• Website and portal content management
• Data analysis and reporting capabilities
• Social media and communication platform management
• Community engagement and CRM platforms

Soft Skills:

• Exceptional interpersonal and relationship-building abilities
• Creative problem-solving and resourcefulness
• Confidentiality and discretion in handling sensitive information
• Flexibility and adaptability in fast-paced environments
• Cultural awareness and inclusive mindset
• Strong leadership and team management skills
• Public speaking and presentation abilities
• Community networking and relationship building

What We Offer

• Competitive salary commensurate with experience
• Comprehensive benefits package including health, dental, and vision insurance
• Professional development opportunities and continuing education support
• Flexible work arrangements and generous PTO policy
• Opportunity to shape company culture and employee experience
• Dynamic, collaborative work environment with growth potential

Reporting Structure

This position is reported to the Sr. Vice President and manages front desk staff and administrative personnel. Works closely with the entire HR team, executive leadership, facilities management, and employees across all departments. Serves as a key liaison with community partners and external vendors.

We are an equal opportunity employer committed to creating an inclusive environment for all employees. We welcome applications from candidates of all backgrounds and experiences.

Job Tags

Similar Jobs