HR Assistant / Office Manager

XLI Manufacturing LLC•City of Rochester, NY

5d•Onsite

About The Position

XLI Manufacturing, LLC is seeking a highly organized, dependable, and people-oriented HR Assistant / Office Manager to support the day-to-day operations of our Human Resources and administrative functions. This position is an important member of the administrative team and will serve as a key point of contact for employees, applicants, visitors, vendors, and company leadership. The ideal candidate is someone who enjoys a fast-paced manufacturing environment, takes ownership of their work, maintains confidentiality, and can effectively balance multiple priorities. The HR Assistant / Office Manager will provide support across employee administration, recruiting and onboarding, payroll and timekeeping, benefits, employee communications, office management, and general administrative functions.

Requirements

2+ years of experience in Human Resources, office administration, payroll, or a related field preferred.
Prior experience in a manufacturing or industrial environment is strongly preferred.
High school diploma or equivalent required; additional education in Human Resources, Business Administration, or a related field is a plus.
Strong organizational and time-management skills.
Excellent attention to detail and accuracy.
Strong written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.
Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
Experience with an HRIS, payroll, or timekeeping system preferred.
Ability to work independently while also functioning effectively as part of a team.
Ability to manage competing priorities and meet deadlines in a fast-paced environment.
Professional, approachable, and service-oriented demeanor.
Highly organized and able to keep multiple administrative processes moving simultaneously.
Detail-oriented, particularly when handling payroll, employee records, and compliance documentation.
Approachable and trustworthy, with the ability to work comfortably with employees at all levels of the organization.
Proactive, identifying what needs to be done rather than waiting to be directed.
Discreet and confidential when handling sensitive employee and company information.
Flexible and adaptable, with a willingness to jump in wherever needed.
Professional and dependable, with strong follow-through and accountability.
Comfortable in a manufacturing environment and willing to interact regularly with both office and production employees.
Ability to occasionally walk through the manufacturing floor and navigate a manufacturing environment safely.
May occasionally be required to lift or move office materials and supplies up to 25 pounds.
Must comply with all applicable company safety policies and PPE requirements when entering production areas.

Nice To Haves

Additional education in Human Resources, Business Administration, or a related field is a plus.
Prior experience in a manufacturing or industrial environment is strongly preferred.

Responsibilities

Provide day-to-day administrative support to the HR Manager.
Maintain accurate and confidential employee personnel files and records.
Assist with new hire paperwork, onboarding, orientation, and employee communications.
Coordinate pre-employment requirements, including background checks, employment eligibility documentation, and drug testing when applicable.
Maintain employee information in HRIS, payroll, and other company systems.
Assist with employee status changes, promotions, transfers, pay changes, and terminations.
Track employee attendance, leave, disciplinary documentation, and other employment-related records.
Assist with administration of company benefits, including medical, dental, vision, disability, life insurance, 401(k), and other benefit programs.
Serve as a resource to employees regarding routine HR questions and direct more complex issues to the HR Manager.
Assist with employee engagement activities, company events, recognition programs, and internal communications.
Maintain required HR compliance records and assist with audits and reporting.
Help coordinate employee training, including safety, compliance, and other company-required training.
Assist with performance review and other employee development processes.
Assist with posting open positions and maintaining job postings.
Review applications and resumes and coordinate candidate interviews.
Communicate with candidates throughout the recruiting process.
Schedule interviews and coordinate candidate visits.
Prepare offer letters, new hire paperwork, and onboarding materials.
Coordinate new employee orientation and ensure required documentation and training are completed.
Maintain accurate recruiting and onboarding records.
Assist with weekly payroll preparation and processing.
Review employee timecards for accuracy and completeness.
Follow up with supervisors and employees regarding missing or incorrect time entries.
Assist with payroll changes, deductions, garnishments, tax forms, direct deposit changes, and other payroll-related administration.
Maintain accurate payroll and timekeeping records.
Assist the HR Manager with payroll-related reporting and reconciliation.
Oversee the day-to-day operation of the front office and administrative areas.
Serve as a welcoming and professional first point of contact for visitors, applicants, employees, and vendors.
Answer and direct incoming phone calls and manage general inquiries.
Manage incoming and outgoing mail, packages, and deliveries.
Order and maintain office supplies and administrative materials.
Coordinate office vendors and service providers as needed.
Maintain office organization and ensure common administrative areas are professional and well maintained.
Assist with company events, meetings, employee communications, and special projects.
Provide administrative support to company leadership and other departments as needed.
Assist with maintaining employee safety and training records.
Support required safety training documentation and tracking.
Assist with workers' compensation administration and related documentation.
Maintain confidentiality of employee, payroll, benefits, and other sensitive company information.
Assist with compliance-related projects and reporting as directed by the HR Manager.