HR Administrator/Office Manager

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Description

Job Title: Human Resources Administrator/Office Manager

Department: Human Resources

Reports To: Head of Human Resources and Labor Relations

Location: New York, NY - On-Site, In Person Position

Job Type: Full-Time

Job Summary: The Human Resources Administrator/Office Manager plays a critical role in supporting the HR department and Corporate Office by managing administrative functions, ensuring compliance, and contributing to a positive and efficient workplace. This position involves overseeing document creation, record-keeping, payroll communication, benefits administration, ordering and company-wide initiatives while upholding the organization's values of togetherness, connection, inclusion, joy, passionate service, and empathy.

Key Responsibilities:

Human Resources Administration

Administrative Support and Organization

• Maintain and organize HR files, company directories, and documentation in accordance with confidentiality and data protection policies.
• Design and print internal documents, policies, procedures, memos, and employee letters to ensure brand consistency.
• Order and manage supplies for the HR department
• Assist IT with communication and monitoring tasks.
• Create and update organizational charts and ensure they reflect current structure.
• Maintain accurate employee records, including personnel files, attendance, leave, and personal information.
• Ensure confidentiality and security of HR data.
• Compliance and Auditing
• Monitor wage compliance and conduct periodic audits to align with labor regulations.
• Assist with labor relations by organizing and maintaining necessary resources.
• Act as a liaison between the payroll company and employees to ensure accurate earnings, deductions, and compliance.

Recruitment, Onboarding, and Offboarding

• Manage the recruitment process, including job postings, screening applicants, scheduling and conducting interviews, and onboarding new employees.
• Support onboarding processes by ensuring proper documentation and system setup for new hires.
• Assist in offboarding, final paperwork, and system access removal.
• Coordinate with department heads to understand staffing needs.

Employee Relations and Communication

• Assist in creating and distributing company-wide announcements, memos, and presentations.
• Provide research and support for employee benefits, including enrollment and problem resolution.
• Foster open communication between departments and employees, acting as a resource for policy and procedure clarification.
• Address employee concerns and grievances.
• Promote a positive work environment and handle conflict resolution.

Training and Development

• Assist in coordinating and tracking employee training programs, ensuring compliance with mandatory training requirements.
• Assist in developing and implementing training materials and professional development initiatives.
• Assist with identifying training needs and coordinating training programs.

HR Initiatives and Event Support

• Organize and support company transitions, including hotel acquisitions and other operational changes.
• Facilitate employee engagement activities that align with the organization's core values.
• Data Management and Reporting
• Maintain and update company tracking systems for onboarding, training, benefits, earnings, and deductions.
• Prepare HR reports and presentations to support leadership decision-making.

Drive Innovation

• Actively seek opportunities to improve processes, enhance efficiency, and introduce creative solutions that align with organizational goals.
• Analyze current workflows, identify bottlenecks, and propose actionable strategies to improve productivity and outcomes.

Corporate Office Management

Office Administration

• Check and distribute incoming mail and packages to appropriate team members.
• Manage office inventory and place orders for supplies as needed.
• Schedule office cleaning services and ensure a clean, organized work environment.
• Oversee upkeep and maintenance of office equipment, such as printers and copiers, and coordinating repairs as necessary.
• Be the face of the Corporate office.
• Greet visitors, ensuring a positive and welcoming experience.
• Answer and direct calls from the company phone line in a professional and courteous manner.

Budgeting and Financial Management

• Assist in budget preparation and monitoring of office expenditures.
• Ensure cost-effective management of office resources.

Technology Coordination

• Work alongside IT to address and resolve technical needs or equipment requests.

Meeting and Event Preparation

• Set up conference rooms and office spaces for meetings and events, ensuring proper organization and required resources are available.

Executive Support

• Provide administrative support to the President and CEO, including scheduling meetings and assisting with special projects.

Compliance and Policies

• Develop and implement office policies and procedures.
• Ensure compliance with health and safety regulations.

Required Skills, Experience and Knowledge

• Communication: Excellent verbal and written communication skills to interact effectively with staff, management, and external partners. Familiarity with designing documents and presentations for internal communication.
• Organization: Strong organizational skills to manage multiple tasks and priorities efficiently.
• Interpersonal: Ability to build and maintain positive relationships with employees, candidates, vendors, at all levels.
• Problem-Solving: Effective problem-solving skills to address issues promptly and efficiently.
• Confidentiality: Ability to handle sensitive information with discretion and confidentiality.
• Technical Proficiency: Proficiency in HR software, office management systems, and Microsoft Office Suite.
• Education: Bachelor's degree in human resources, business administration, or a related field preferred
• Experience: Previous experience in HR and office management, preferably in the hospitality industry. Experience with recruitment and benefits administration is a plus.
• Certifications: Professional HR certification (e.g., SHRM-CP, PHR) can be an advantage.
• Knowledge: Understanding of labor laws and regulations, as well as familiarity with hotel operations.
• Proficiency: HR software, office management systems, and Microsoft Office Suite.
• Ability to challenge the status quo and offer creative solutions to complex challenges.

If you are a dedicated professional with a passion for hospitality and a knack for administrative excellence, we would love to hear from you. Apply today to join our team at Rebel Hotel Company.

Salary Range: $65,000.00 - $70,000.00 annually

Benefits:

• 401(k)
• 401(k) matching
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Paid Time Off

Why Join Us?

• Opportunity to work with renowned properties in the heart of New York City and throughout the Country.
• Competitive salary and benefits package.
• Career growth and development in a supportive and dynamic work environment.
• Be part of a passionate team dedicated to providing exceptional service in the hospitality industry.

Position Requirements

Required Skills, Experience and Knowledge

• Communication: Excellent verbal and written communication skills to interact effectively with staff, management, and external partners. Familiarity with designing documents and presentations for internal communication.
• Organization: Strong organizational skills to manage multiple tasks and priorities efficiently.
• Interpersonal: Ability to build and maintain positive relationships with employees, candidates, vendors, at all levels.
• Problem-Solving: Effective problem-solving skills to address issues promptly and efficiently.
• Confidentiality: Ability to handle sensitive information with discretion and confidentiality.
• Technical Proficiency: Proficiency in HR software, office management systems, and Microsoft Office Suite.
• Education: Bachelor's degree in human resources, business administration, or a related field preferred
• Experience: Previous experience in HR and office management, preferably in the hospitality industry. Experience with recruitment and benefits administration is a plus.
• Certifications: Professional HR certification (e.g., SHRM-CP, PHR) can be an advantage.
• Knowledge: Understanding of labor laws and regulations, as well as familiarity with hotel operations.
• Proficiency: HR software, office management systems, and Microsoft Office Suite.
• Ability to challenge the status quo and offer creative solutions to complex challenges.

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