Office & HR Administration Manager

Nemera•Chicago, IL

5d•$65,000 - $95,000•Onsite

About The Position

The Office & HR Administration Manager provides high-level administrative, operational, and HR support to site leadership while ensuring smooth front office operations, consistent administrative processes, and a professional experience for employees, visitors, candidates, vendors, customers, and external partners. This role combines executive support, HR administration, onboarding coordination, office operations, employee communications, event support, vendor coordination, procurement support, and administrative process improvement. The position requires professionalism, confidentiality, strong organization, attention to detail, and the ability to perform effectively in a fast-paced, highly visible, multi-site environment.

Requirements

High school diploma or GED required.
Minimum of 5 years of progressive administrative, executive support, office management, HR administration, customer service, staffing, or related experience preferred.
Excellent written and verbal communication skills with a professional service orientation.
Strong organization, time management, follow-through, prioritization, and attention to detail.
Ability to interact professionally with employees, executives, candidates, visitors, vendors, customers, and suppliers.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
Ability to work independently while collaborating effectively with HR, leadership, administrative teams, employees, and external partners.

Nice To Haves

Bachelor's degree in Business Administration, Human Resources, or a related field preferred.
Experience coordinating onboarding, HR documentation, employee files, I-9/E-Verify, recruiting administration, training records, or employee communications preferred.
Ability to work with personnel at all levels of the organization, from executives to individual contributors.
Demonstrated discretion and confidentiality when handling sensitive information.
Strong multitasking, problem-solving, decision-making, and workload management skills.
Prior experience in a manufacturing, medical device, pharmaceutical, or regulated business environment preferred.
Positive, proactive, professional demeanor with the ability to function effectively in a fast-paced environment with frequent interruptions and shifting priorities.

Responsibilities

Coordinate meetings, leadership sessions, conferences, and special events, including scheduling, room setup, equipment readiness, agendas, materials, minutes, and follow-up actions as needed.
Maintain the highest level of confidentiality when handling sensitive leadership, employee, business, financial, HR, or organizational information.
Serve as a primary point of contact for the front office and ensure a professional, welcoming, and organized experience for employees, visitors, candidates, vendors, customers, and suppliers.
Answer calls, route inquiries, take messages, greet visitors, manage check-in procedures, maintain visitor logs and badges, coordinate security clearance, and provide required safety information.
Support emergency preparedness activities, including roll call during drills and building evacuations.
Coordinate employee onboarding, including new hire packets, onboarding checklists, welcome communications, presenter scheduling, room setup, new hire paperwork, and related onboarding activities.
Support new hire setup activities, including mailboxes, badge creation, IT ticket coordination, and onboarding materials.
Maintain electronic and paper HR files, personnel records, I-9 documentation, E-Verify processes, and required employee documentation in an organized and confidential manner.
Support HR, Talent Acquisition, Payroll, Benefits, Learning and Development, and HR Business Partner activities as assigned.
Oversee day-to-day office operations to ensure the workplace is organized, well supplied, professional, safe, and fully functional.
Coordinate office equipment, badge systems, phones, copiers, postage equipment, filing systems, mail, FedEx, UPS, printed materials, and internal distribution needs.
Manage or support ordering for office supplies, equipment, coffee, catering, group lunches, meeting supplies, employee gifts, and other administrative purchasing needs.
Support purchase requests, purchase orders, procurement processes, vendor coordination, equipment leasing, repairs, and office improvement activities.
Assist in planning and executing employee engagement events, leadership meetings, quarterly town halls, site events, company communications, and special initiatives.
Coordinate catering, food orders, meeting notices, supplies, setup, cleanup, and logistics for employee events, leadership meetings, and site activities.
Create or support employee communications using PowerPoint, email templates, videos, bulletin boards, Viva Engage, Net Presenter, desk drops, table drops, or other communication channels.
Standardize administrative procedures, office workflows, onboarding processes, and office management practices across locations where applicable.
Identify opportunities to improve administrative efficiency, communication, workflow, documentation, vendor management, and operational consistency.
Develop, document, and maintain administrative policies, procedures, workflows, and reference materials to support clarity and accountability.