Job Details

Description

Position Summary
The Senior Human Resources & Senior Office Administrator is responsible for supporting the day-to-day operations of the Human Resources and Administrative departments. This role focuses on payroll processing, benefits and compliance reporting, DOT compliance, and overall employee and office support.
The position ensures accuracy and timeliness in payroll and HR data management, assists with recruiting and onboarding, maintains personnel and compliance files, and provides administrative and clerical support across HR, safety, and facilities functions. Additional duties include answering phones, managing office supplies and vendor compliance/maintenance, coordinating events, handling mail and deliveries, preparing for audits, and maintaining organized records.

Key Responsibilities
Payroll & Benefits Administration

Process and submit weekly payroll, including union dues, PTO, medical benefit deductions, garnishments, and other adjustments.

Maintain accurate vacation accruals and process vacation payouts (anniversary and opt-out).

Prepare and distribute weekly labor and payroll reports.

Process new hire and termination information within HRIS/payroll systems (UKG, iCIMS, Jobvite).

Manage monthly benefit-related reporting, including Teamsters Health & Welfare, pension, and union dues.

Ensure DOT compliance: maintain JJ Keller database; coordinate random testing schedules with vendors.

Process FMLA/TDI requests and maintain workers' compensation wage records.
HR Operations & Employee Support

Facilitate new hire onboarding and orientation, including document collection, drug screening, E-Verify, and system setup.

Maintain accurate and confidential personnel files and associate contact lists.

Respond to employment and DOT verification requests.

Coordinate employee recognition postings (birthdays, anniversaries, milestones).

Assist with event planning, training material distribution, and social compliance audit preparation.

Participate in Health & Wellness and Foundation Committee initiatives.

Safety & Compliance

Prepare and maintain weekly and monthly safety and injury reports (recordables, Intelex entries).

Distribute monthly EHS and non-EHS training materials.

Maintain and update contingency plans semi-annually (January 15 and July 15).

Support safety meetings and workers' compensation documentation updates.
Administrative & Office Support

Serve as the first point of contact for phones and reception.

Manage incoming and outgoing mail, including postal and courier shipments.

Order and maintain office supplies, equipment, and preferred vendor lists.

Coordinate with vendors for facility maintenance, services, and certificate of insurance (COI) tracking.

Prepare meeting notes, internal communications, and newsletters.

Support meal orders, event logistics, and welcome signage updates.

Perform occasional local errands (e.g., mail delivery, supply pickup, event support).

Reporting & Recurring Task Overview

Daily: Reception and mail distribution.

Weekly: Payroll submission, labor/vacation reports, new hire and termination processing.

Monthly: Compliance and benefits reporting, training material distribution, recognition postings, and recruiting recaps.

Semi-Annual: Contingency plan updates (January 15 & July 15).

As Needed: Orientation, event planning, DOT/FMLA compliance, audit preparation, communications, and administrative support.

Qualifications
Education:

Associate or Bachelor's degree in Human Resources, Business Administration, or related field preferred.
Experience:

2–4 years of experience in HR, payroll, or administrative support.

Experience in a distribution, logistics, or unionized environment preferred.
Technical Skills:

Proficient in HRIS/Payroll systems (UKG, iCIMS, Jobvite, or similar platforms).

Strong Excel and reporting capabilities.

Working knowledge of labor laws, union reporting, and DOT/FMLA processes.
Soft Skills:

Excellent organizational, communication, and multitasking abilities.

Strong attention to detail and commitment to confidentiality.

Professional demeanor with exceptional customer service and interpersonal skills.

Physical Requirements

Ability to sit or stand for extended periods in an office setting.

Occasionally lift and carry office supplies or boxes (up to 45 lbs).

Local travel may be required for mail, shipping, or off-site events.

Work Schedule

Full-time, Monday–Friday, onsite.

Occasional extended hours during payroll cycles, audits, or special events.