HR & Office Administrator

Baerlocher USA LLC•Cincinnati, OH

26d•Onsite

About The Position

The HR & Office Administrator supports day-to-day human resources, payroll, and office operations to ensure a smooth, accurate, and compliant employee experience. This detail-oriented, organized, and people-focused role provides administrative and employee support for benefits programs and basic HR coordination activities, processes payroll through ADP, maintains employee records, supports onboarding, and oversees the day-to-day functioning of the office. The role is full-time and onsite during normal business hours, with occasional deadlines requiring flexibility. It includes regular interaction with employees and visitors and movement throughout office, warehouse, lab, and production facilities. The position may involve exposure to heat, noise, and dust, and requires the ability to lift and move objects weighing up to 25 pounds, as well as to stand, walk, bend, stoop, and reach during the workday.

Requirements

2–4 years of administrative, office support, or office management experience, including hands-on payroll processing experience; internships count, and HR exposure is a plus.
Experience supporting executives, managers, or cross-functional teams with calendaring, scheduling, and day-to-day office operations.
Strong attention to detail and organizational skills, with the ability to meet deadlines.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and comfort learning new office and productivity tools.
Excellent communication and customer service skills.
Ability to handle confidential information with professionalism and discretion.
Strong multitasking and time-management skills and the ability to work independently and collaboratively.
Ability to adapt communication style for diverse audiences.
Knowledge of administrative, data management, and basic accounting practices.
Ability to lift and move objects weighing up to 25 pounds.
Ability to stand, walk, and move throughout the office during the workday, and to bend, stoop, and reach to access supplies and equipment.
Ability to work in varying environmental conditions, including exposure to heat, noise, and dust.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Office Administration, Communications, or a related field; equivalent administrative experience may be considered.
Experience with HRIS or payroll systems such as ADP, Paycor, or Paylocity.
Knowledge of state and federal employment laws.
Comfort working in a fast-paced, service-oriented environment.
Event-planning experience.
Familiarity with vendor management and office supply coordination.

Responsibilities

Maintain accurate and up-to-date digital and hard-copy employee records.
Coordinate new-hire onboarding and orientation, including scheduling, welcome materials, paperwork, background checks, I-9 completion, and coordination with IT on system and equipment setup.
Provide administrative support for benefits programs, process enrollments and qualifying life event changes in the HRIS, maintain benefits records, answer routine employee questions, and refer complex or escalated issues to HR leadership.
Co-host monthly benefits meetings and HR Office Hours with the Senior HR Generalist.
Assist with compliance tasks, including posting requirements, training documentation, and audit preparation.
Coordinate routine HR processes, employee lifecycle changes, leave requests, policy questions, and HRIS data integrity, escalating complex matters to HR leadership.
Respond to employee HR and payroll inquiries and proactively connect with employees in warehouse, lab, and production facilities to surface and resolve routine issues.
Support internal communications about company and HR programs, reminders, deadlines, and updates; coordinate announcements, draft and distribute messages on behalf of leadership, and maintain shared communication channels.
Handle sensitive information confidentially and appropriately.
Serve as the day-to-day office point person; greet visitors, manage incoming mail and deliveries, and maintain a professional, welcoming workspace.
Order and stock office, kitchen, breakroom, restroom, and other consumable supplies; manage vendor relationships and service contracts.
Coordinate facilities requests and liaise with building management on maintenance, access, and security matters.
Support on-site logistics for meetings, interviews, and company events, including room setup, catering, and audiovisual needs.
Answer and route or escalate incoming calls; process outgoing mail and overnight shipments.
Maintain and organize conference rooms and support general office appearance and cleanliness.
Maintain administrative records and documentation and handle office errands as needed.
Assist with preparing and processing biweekly and semi-monthly payroll for all employees.
Review approved timesheets for compliance with company policies; enter payroll changes such as hires, terminations, wage adjustments, and deductions.
Audit payroll reports and follow up on discrepancies.
Answer basic payroll questions about pay dates, timekeeping, and tax forms, escalating issues when needed.
Support year-end payroll tasks, including W-2 verification.