Administrative Supervisor

Jul 22 2021
ALTRES Office |Honolulu|Full Time, $62,000 - $72,000 / year
Job Description
Administrative Supervisor (201308-5)

Seeking an Administrative Supervisor for a prominent law firm. The scope of responsibilities for this role covers a wide range of administrative and operational duties including HR, benefits, and payroll; hospitality and client service; information technology support, training, management and implementation; records management enforcement and oversight; as well as facilities and vendor management.

Qualified candidates for this role will have at least 2 years of HR and/or payroll experience. Contact us today to learn more about this opportunity!

Hours

Full-time

Location

Honolulu, Oahu

Pay

$62,000 to $72,000 a year

Responsibilities

Human Resources & Payroll:

  • Benefits Administration: Management, administration, and processing of coverage, deductions and vendor payments associated with health plans, FSA, 401(k), Temporary Disability Insurance, open enrollment, and onboarding/terminations.
  • Employee Timecards: Review timecards in the HR information system (HRIS) for accuracy and completeness prior to payroll processing.
  • Payroll and Draws Processing: Process employee payroll and partner draws in payroll system, including all voluntary and statutory deductions.
  • 401(k) Contribution Processing: Transfer, process, and/or validate remittance information from payroll system to 401(k) third party administrator.
  • Reporting & Surveys: Complete year-end employee earnings statements and HEC organizational surveys related to compensation & benefits.
  • HR Records: Create, maintain, and purge personnel files for both active and terminated employees; maintain employee records in the HRIS forms and acknowledgments, perform background checks and employment verification, and provide initial employee orientation.

Office & Facilities Management Supervision:

  • Oversee and supervise the office management and facilities processes and process improvements.

Other:

  • Client Service: Moderate shared email inboxes to respond to client, vendor, employee, and other inquiries; provide timely and compelling response.
  • Receptionist and Messenger/Clerk Supervisor: Ensure quality service is provided at the reception desk and by the messenger(s) and clerk(s) by updating the office protocols, training staff on office duties, and maintaining assignments.
  • Information Technology Support: Provide first-level support for all IT issues (hardware, software, and telecom); liaise with outsourced IT and telecom vendors for advanced support.
  • Training: Identify ongoing systems-related educational needs for staff (including new hires), coordinate training, and maintain procedural documentation.
  • Inventory Management: Manage inventory of IT equipment (laptops, scanners, MIFIs, etc.), including coordination of reserved equipment for remote trials and business travel.
  • Project Management: Develop and manage project timelines and budgets to implement new systems, applications, policies, etc.
  • Website Management: Liaise with third-party website developer to maintain website content, including but not limited to attorney bios and awards, firm description and accolades, and press releases for new attorneys.
  • Telecom Logistics: Liaise with third-party telecommunications vendor to assign phone and eFax as a part of employee onboarding, offboarding, and relocation.
  • Records Management: Oversee the destruction of confidential records and materials in accordance with the firm's document retention policy.

Qualifications

  • Bachelor's degree or equivalent combination of work experience and education.
  • Minimum 5 years of professional experience with at least 2 years serving in an HR and/or payroll function.
  • Experience working in a customer service environment (with internal or external clients) with a demonstrated desire to understand client concerns and build trust.
  • Experience successfully managing vendor relationships to ensure quality service in the expected timeframe.
  • Legal administration, operations, or other law firm experience a plus.
  • Certified Professional in Human Resources (PHR), SHRM Certified Professional (SHRM-CP), or Project Management Professional (PMP) a plus.
  • Demonstrated ability to facilitate meetings, listen and get clarification, and effectively respond to questions.
  • Ability to hold others accountable to quality, timely execution.