Department: General Affairs/ HR / Payroll
Reports To: Administrative Operations Manager
FLSA Status: Non-Exempt (Hourly)
Hourly Pay: $40-$43
Work Hours: Monday through Friday, 8:30 AM to 5:00 PM, with a 30 min. unpaid lunch break.
Location : San Jose, CA onsite
Position Summary
The Office Administrator & HR/Payroll Operations is responsible for coordinating and supporting Human Resources, General Affairs, Payroll, and compliance-related administrative functions for our client.
This position plays a critical role as the primary liaison between the company and external outsourcing service providers, including Payroll, Accounts Payable, Certified Payroll Reporting (CPR), and Union Fringe Benefit administration vendors.
The role ensures timely communication, accurate data submission, regulatory compliance, and operational continuity while maintaining internal controls and documentation standards in accordance with company policies, union requirements, and government regulations.
Key Responsibilities
1) Vendor and Outsourcing Coordination
Act as the central liaison between the company and external service providers, including:
- Payroll outsourcing provider
- Accounts Payable (AP) outsourcing provider
- Certified Payroll Reporting (CPR) service provider
- Union fringe benefit and compliance service providers
- HR and benefits administration vendors
- Background check and onboarding vendors
Responsibilities include:
- Coordinate submission of payroll, timekeeping, and employee data to outsourcing providers
- Monitor service deliverables and deadlines
- Review reports for completeness and accuracy before internal approval
- Track and escalate delays, discrepancies, or compliance risks
- Maintain communication logs and documentation
- Support implementation and transition of outsourced services
- Ensure service providers comply with company policies and contractual obligations
2) HR Administration and Employee Support
- Coordinate employee onboarding and offboarding processes
- Maintain personnel records and HR documentation
- Support employee leave administration (FMLA / CFRA / LOA)
- Assist with benefits enrollment and changes
- Coordinate background checks and employment verification
- Maintain HR compliance records and documentation
- Respond to employee inquiries regarding HR and payroll matters
- Support training assignments and compliance tracking
3) Payroll Coordination and Compliance Oversight
- Collect and verify employee time and attendance data
- Coordinate payroll processing with outsourced payroll provider
- Review payroll reports for accuracy prior to final approval
- Monitor payroll deadlines and submission schedules
- Support final paycheck processing and termination payroll coordination
- Maintain payroll records and audit documentation
- Assist with payroll-related compliance and reporting requirements
4) Certified Payroll and Union Compliance Support
- Coordinate submission of certified payroll data
- Support union reporting and fringe benefit administration
- Maintain union compliance records and documentation
- Track reporting deadlines and submission status
- Coordinate responses to union or regulatory inquiries
- Assist with labor compliance audits and documentation requests
- Monitor prevailing wage and labor classification compliance
5) General Affairs and Administrative Support
- Manage office operations and administrative coordination
- Maintain company records and document control systems
- Coordinate vendor communications and service requests
- Support insurance, licensing, and compliance documentation
- Maintain company policy and administrative files
- Assist with office logistics and operational support
- Support internal reporting and documentation requirements
6) Compliance and Internal Control Responsibilities
- Maintain accurate records in accordance with company policies
- Support internal audits and compliance reviews
- Protect confidential employee and company information
- Follow established internal control procedures
- Identify and report compliance risks or process issues
- Support continuous process improvement initiatives
Required Qualifications
- Associate’s or Bachelor’s degree in:
- Human Resources
- Business Administration
- Accounting
- Or related field
OR
- Equivalent combination of education and relevant experience
Experience
- Minimum 3 years of experience in one or more of the following:
- HR administration
- Payroll coordination
- General Affairs or office administration
- Compliance or union environment
- Construction or public works industry (preferred)
Required Skills and Competencies
- Strong organizational and coordination skills
- Ability to manage multiple deadlines simultaneously
- Attention to detail and accuracy
- Strong communication and follow-up skills
- Ability to work with external service providers
- Professional judgment and confidentiality
- Problem-solving and escalation awareness
- Documentation and recordkeeping discipline
Technical Skills
Preferred experience with:
- Payroll and HR systems (e.g., Paychex or similar)
- Microsoft Excel, Word, and Outlook
- Time and attendance systems
- Document management systems
- Certified payroll reporting systems (preferred)
Working Conditions
- Office-based position
- Occasional overtime may be required during payroll cycles or audits
- Interaction with employees, vendors, and regulatory agencies
Critical Success Factors for This Role (Operationally Important for the company)
This role is considered successful when:
- Payroll and reporting deadlines are consistently met accurately
- Outsourcing vendors deliver services on time and accurately
- Compliance risks are identified early and escalated appropriately
- Documentation is complete and audit-ready
- Communication between internal staff and vendors is reliable
- Operations continue smoothly during staffing transitions
