Director of Administration

Safety Management & Related Training Inc•San Diego, CA

2d•$115,000 - $130,000

About The Position

SMART Safety Group is seeking a Director of Administration to oversee human resources coordination and core administrative operations. The Director is the primary internal contact for HR matters and partners with the company’s external HR provider to support employee relations, policy administration, compliance, and consistent HR practices. The role also oversees key accounting-administration processes, office operations, vendors, and systems to promote an efficient, well-organized, and compliant workplace. The Director works alongside executive leadership to build administrative systems and improve company operations. Initial priorities include reviewing current HR and administrative processes, identifying urgent compliance or workflow gaps, implementing improvements to HR coordination and employee records, clarifying responsibilities with the external HR provider and internal team, and establishing procedures, follow-up, and accountability.

Requirements

Experience in HR administration, employee support, and general administrative or office management.
Working knowledge of HR policies, personnel documentation, confidentiality, and employment compliance, particularly in California.
Ability to partner effectively with an external HR professional on complex matters.
Strong organization, communication, judgment, problem-solving, and project-management skills.
Comfort with HRIS, payroll/timekeeping, office productivity, and other administrative systems.
Ability to manage competing priorities, improve processes, develop staff, and handle sensitive information with discretion.

Nice To Haves

Supervisory or leadership experience.

Responsibilities

Serve as the primary internal contact for employee HR questions and coordinate with the external HR provider on employee relations, policy interpretation, compliance matters, and HR initiatives.
Oversee employee onboarding and offboarding, personnel file maintenance, required notices and documentation, and accurate, confidential employee records.
Coordinate administration of leave and PTO requests, tuition and training reimbursement, and other employee programs in accordance with company policy and applicable requirements.
Maintain, update, and communicate employee policies and procedures; support consistent implementation and escalate complex or sensitive matters to the HR provider and CEO as appropriate.
Coordinate HR systems, employee documentation, training, and related administrative processes; identify gaps and implement improvements.
Oversee administrative accounting processes, including accounts payable approvals, company credit-card reporting, vendor setup, timekeeping administration, and selected billing reviews.
Work with the Accounting Manager to resolve discrepancies, strengthen controls, and maintain accurate and timely processes.
Oversee administrative staff, workflow, and cross-department communication; establish clear responsibilities, follow-up practices, and accountability.
Manage service contracts, vendor relationships, insurance-renewal administration, and coordination of administrative IT and technology needs.
Coordinate company events and special projects, and maintain efficient systems for tracking information, equipment, and administrative requests.
Support compliance-related administrative processes, including employee records, contract documentation, and collections support as assigned.
Develop and document practical procedures, identify operational and compliance risks, and recommend improvements to the CEO.
Train, coach, and delegate responsibilities to administrative team members to build capability, continuity, and accountability.
Review current HR and administrative processes, identify urgent compliance or workflow gaps, and present priorities to the CEO during the first 30 days.
Begin implementing improvements to HR coordination, employee records, policies, and administrative procedures, and clarify responsibilities with the external HR provider and internal team during the first 60 days.
Implement priority procedures, establish reliable follow-up and accountability, and delegate recurring administrative tasks with appropriate oversight during the first 90 days.