The Office Administrator & HR/Payroll Operations Lead is responsible for overall management, coordination, and operational oversight of General Affairs, HR administration, and Payroll operations. This role ensures processes are executed accurately, on time, and in compliance through workflow design, workload allocation, and business continuity. Based in San Jose, CA, this full-time, non-exempt position functions as the operational lead for administrative governance and supports Finance and Accounting leadership with document readiness and calendar management. ...
Responsibilities:
HR & Payroll Oversight: Oversee day-to-day operations to ensure timely processing, meet compliance deadlines, and manage staffing coverage.
Task Management: Assign, prioritize, and rebalance HR and payroll administrative tasks while monitoring workload distribution between staff and vendors.
Escalation Point: Serve as the first escalation point for operational issues and coordinate closely with the Compliance Specialist.
Calendar Coordination: Maintain administrative calendars and document flow to support payroll cycles, certified payroll, union audits, and financial close activities.
General Affairs: Own office operations, facilities, supplies, and vendor management while maintaining administrative procedures and controls.
Document Management: Ensure consistent naming conventions, folder structures, and retention practices across all departments.
Audit Leadership: Coordinate annual and ad-hoc Union Labor Audits, including tracking deadlines and organizing supporting documentation.
Business Continuity: Maintain Certified Payroll continuity and ensure backup coverage during absences or emergencies.
Vendor Management: Act as the administrative owner for providers like POSI and Pasona, coordinating submissions and identifying service gaps.
Process Governance: Oversee HR administrative processes including onboarding/offboarding workflows and file completeness.
Training: Provide operational guidance to staff and ensure cross-training for payroll and HR administrative tasks.
Management Support: Assist with operational reporting, process improvement initiatives, and special projects.
Working hours: 8:00 AM - 5:00 PM
Skills:
Leadership Ability: Proven ability to supervise and provide operational guidance without direct disciplinary authority.
Strategic Coordination: Experience coordinating routine operating cadences across multiple departments like Accounting, Payroll, and HR.
Process Design: Proficiency in designing administrative procedures and maintaining internal control effectiveness.
Proactive Risk Identification: Ability to identify and escalate potential compliance, operational, or timing risks to management.
Education:
No Degree Required
Experience:
4-7 years
Qualifications:
HR & Payroll Oversight: Oversee day-to-day operations to ensure timely processing, meet compliance deadlines, and manage staffing coverage.
Task Management: Assign, prioritize, and rebalance HR and payroll administrative tasks while monitoring workload distribution between staff and vendors.
Escalation Point: Serve as the first escalation point for operational issues and coordinate closely with the Compliance Specialist.
Calendar Coordination: Maintain administrative calendars and document flow to support payroll cycles, certified payroll, union audits, and financial close activities.
General Affairs: Own office operations, facilities, supplies, and vendor management while maintaining administrative procedures and controls.
Document Management: Ensure consistent naming conventions, folder structures, and retention practices across all departments.
Audit Leadership: Coordinate annual and ad-hoc Union Labor Audits, including tracking deadlines and organizing supporting documentation.
Business
Spherion has helped thousands of people just like you find work happiness! Our experienced staff will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temp-to-perm or direct hire opportunities, no one works harder for you than Spherion.
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
At Spherion, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact Callcenter@spherion.com.
Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Spherion offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).
Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
The Office Administrator & HR/Payroll Operations Lead is responsible for overall management, coordination, and operational oversight of General Affairs, HR administration, and Payroll operations. This role ensures processes are executed accurately, on time, and in compliance through workflow design, workload allocation, and business continuity. Based in San Jose, CA, this full-time, non-exempt position functions as the operational lead for administrative governance and supports Finance and Accounting leadership with document readiness and calendar management.
Responsibilities:
HR & Payroll Oversight: Oversee day-to-day operations to ensure timely processing, meet compliance deadlines, and manage staffing coverage.
Task Management: Assign, prioritize, and rebalance HR and payroll administrative tasks while monitoring workload distribution between staff and vendors.
Escalation Point: Serve as the first escalation point for operational issues and coordinate closely with the Compliance Specialist.
Calendar Coordination: Maintain administrative calendars and document flow to support payroll cycles, certified payroll, union audits, and financial close activities. ... General Affairs: Own office operations, facilities, supplies, and vendor management while maintaining administrative procedures and controls.
Document Management: Ensure consistent naming conventions, folder structures, and retention practices across all departments.
Audit Leadership: Coordinate annual and ad-hoc Union Labor Audits, including tracking deadlines and organizing supporting documentation.
Business Continuity: Maintain Certified Payroll continuity and ensure backup coverage during absences or emergencies.
Vendor Management: Act as the administrative owner for providers like POSI and Pasona, coordinating submissions and identifying service gaps.
Process Governance: Oversee HR administrative processes including onboarding/offboarding workflows and file completeness.
Training: Provide operational guidance to staff and ensure cross-training for payroll and HR administrative tasks.
Management Support: Assist with operational reporting, process improvement initiatives, and special projects.
Working hours: 8:00 AM - 5:00 PM
Skills:
Leadership Ability: Proven ability to supervise and provide operational guidance without direct disciplinary authority.
Strategic Coordination: Experience coordinating routine operating cadences across multiple departments like Accounting, Payroll, and HR.
Process Design: Proficiency in designing administrative procedures and maintaining internal control effectiveness.
Proactive Risk Identification: Ability to identify and escalate potential compliance, operational, or timing risks to management.
Education:
No Degree Required
Experience:
4-7 years
Qualifications:
HR & Payroll Oversight: Oversee day-to-day operations to ensure timely processing, meet compliance deadlines, and manage staffing coverage.
Task Management: Assign, prioritize, and rebalance HR and payroll administrative tasks while monitoring workload distribution between staff and vendors.
Escalation Point: Serve as the first escalation point for operational issues and coordinate closely with the Compliance Specialist.
Calendar Coordination: Maintain administrative calendars and document flow to support payroll cycles, certified payroll, union audits, and financial close activities.
General Affairs: Own office operations, facilities, supplies, and vendor management while maintaining administrative procedures and controls.
Document Management: Ensure consistent naming conventions, folder structures, and retention practices across all departments.
Audit Leadership: Coordinate annual and ad-hoc Union Labor Audits, including tracking deadlines and organizing supporting documentation.
Business
Spherion has helped thousands of people just like you find work happiness! Our experienced staff will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temp-to-perm or direct hire opportunities, no one works harder for you than Spherion.
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
At Spherion, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact Callcenter@spherion.com.
Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Spherion offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).
Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
HR & Payroll Oversight: Oversee day-to-day operations to ensure timely processing, meet compliance deadlines, and manage staffing coverage.Task Management: Assign, prioritize, and rebalance HR and payroll administrative tasks while monitoring workload distribution between staff and vendors.Escalation Point: Serve as the first escalation point for operational issues and coordinate closely with the Compliance Specialist.Calendar Coordination: Maintain administrative calendars and document flow to support payroll cycles, certified payroll, union audits, and financial close activities.General Affairs: Own office operations, facilities, supplies, and vendor management while maintaining administrative procedures and controls.Document Management: Ensure consistent naming conventions, folder structures, and retention practices across all departments.Audit Leadership: Coordinate annual and ad-hoc Union Labor Audits, including tracking deadlines and organizing supporting documentation.Business Continuity: Maintain Certified Payroll continuity and ensure backup coverage during absences or emergencies.Vendor Management: Act as the administrative owner for providers like POSI and Pasona, coordinating submissions and identifying service gaps.Process Governance: Oversee HR administrative processes including onboarding/offboarding workflows and file completeness.Training: Provide operational guidance to staff and ensure cross-training for payroll and HR administrative tasks.Management Support: Assist with operational reporting, process improvement initiatives, and special projects.
experience4-7 years
skillsLeadership Ability: Proven ability to supervise and provide operational guidance without direct disciplinary authority.Strategic Coordination: Experience coordinating routine operating cadences across multiple departments like Accounting, Payroll, and HR.Process Design: Proficiency in designing administrative procedures and maintaining internal control effectiveness.Proactive Risk Identification: Ability to identify and escalate potential compliance, operational, or timing risks to management.
qualificationsHR & Payroll Oversight: Oversee day-to-day operations to ensure timely processing, meet compliance deadlines, and manage staffing coverage.Task Management: Assign, prioritize, and rebalance HR and payroll administrative tasks while monitoring workload distribution between staff and vendors.Escalation Point: Serve as the first escalation point for operational issues and coordinate closely with the Compliance Specialist.Calendar Coordination: Maintain administrative calendars and document flow to support payroll cycles, certified payroll, union audits, and financial close activities.General Affairs: Own office operations, facilities, supplies, and vendor management while maintaining administrative procedures and controls.Document Management: Ensure consistent naming conventions, folder structures, and retention practices across all departments.Audit Leadership: Coordinate annual and ad-hoc Union Labor Audits, including tracking deadlines and organizing supporting documentation.Business Continuity: Maintain Certified Payroll continuity and ensure backup coverage during absences or emergencies.Vendor Management: Act as the administrative owner for providers like POSI and Pasona, coordinating submissions and identifying service gaps.Process Governance: Oversee HR administrative processes including onboarding/offboarding workflows and file completeness.Training: Provide operational guidance to staff and ensure cross-training for payroll and HR administrative tasks.Management Support: Assist with operational reporting, process improvement initiatives, and special projects.
educationNo Degree Required
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