Office Manager - HR Administrator
hace 8 días
San Jose
Job Description We are looking for a strong Office Manager with Human Resource knowledge for a key location in San Jose, CA. This role is an office work schedule with the option for a hybrid work schedule. (3 days in office/2 remote) The Office Manager is responsible for ensuring that all the administrative activities are efficiently addressed, including travel arrangements, supply and equipment purchasing, file management, administrative support and related activities. This role will also provide comprehensive support in the day-to-day operations of the company and the accuracy and maintenance of employee records. Key Responsibilities: Executive & Administrative Support: * • Assist the President and senior executives with daily administrative tasks such as scheduling meetings, managing calendars, and organizing communications., • Prepare and format reports, presentations, and documents for executive meetings, ensuring all information is accurate and timely., • Handle incoming and outgoing communications, including phone calls, emails, and postal mail. Ensure prompt and accurate dissemination of information across teams and stakeholders., • Schedule and coordinate meetings, both internal and external, ensuring all logistics are covered (location, time, attendees, materials)., • Maintain an adequate inventory of office supplies, equipment, furniture and IT assets. Ensure the office environment remains clean, organized, and conducive to productivity., • Act as primary point of contact for office vendors and service providers (facilities, cleaning, IT support, utilities, phone, internet, office suppliers)., • Manage vendor relationships, monitor service quality, resolve issues, and support cost control and vendor selection where appropriate., • Prepare, review, and submit executive travel and business as well as office-related expense reports in accordance with company policies., • Collect, organize, and process invoices from utilities, IT providers, office vendors, and other service providers., • Track office and operational expenses, reconcile charges, and flag discrepancies., • Coordinate with internal accounting teams and external service providers to ensure invoices are properly coded, approved, and paid on schedule., • Work closely with the accounting and external payroll service to collect, verify, and submit employee timesheets and other payroll inputs, ensuring accuracy and confidentiality., • Maintain and track employee vacation, sick leave, and other paid time off (PTO) records. Communicate balances and approvals to employees and management., • Maintain accurate, up-to-date and confidential personnel files, including employment contracts, onboarding documents, and compliance records., • Assist with staff onboarding and offboarding, including preparing welcome materials, coordinating IT access and equipment, setting up workstations, and retrieving of company property upon exit., • Help implement, document and communicate HR policies, procedures, and benefits programs., • Serve as trusted point of contact for employee HR-related questions and day-to-day administrative support., • Support enrollment, changes and ongoing administration of employee benefits (health, dental, retirement, etc.)in coordination with external providers., • Maintain and continuously improve the employee handbook and internal HR documentation., • Organize travel logistics for executives and staff, including flights, accommodation, car rentals, and transportation., • Prepare travel itineraries and provide necessary travel information., • Develop and maintain organized digital and physical filing systems for vendor, supplier, service provider, HR and corporate documents., • Track key contract dates, renewals, amendments, and ensure proper execution and storage., • Support compliance with company policies, federal, state and local employment regulations, and internal governance requirements., • Assist with administration of corporate insurance policies (e.g., workers’ compensation, general liability, D&O) in coordination with brokers and management., • Uphold strict confidentiality of company, employee, and executive information always. Requirements include: • Bachelor’s Degree in Business Administration, Human Resources, or related field preferred., • 3+ years of experience in Office Management, Operations and/or HR administration, ideally in a small and growing organization., • Strong proficiency in MS Office as well as accounting (e.g. NetSuite), billing (e.g. Bill.com) and expense management (e.g. Expensify.com), • Thai language knowledge is a plus., • Motivated, detail-oriented, organized, and able to follow through independently., • Excellent communication and ability to interact professionally with executives, employees, and external partners., • Ability to operate with discretion, judgment, and a high degree of confidentiality., • Local candidates preferred; Reliably commute or planning to relocate to San Jose, CA, no relocation support provided. Benefits: * • 401(k) with 5% matching and 5% profit-share,, • Life, Dental, Vison and Health insurance, Health savings account, • Paid time off, min. 13 holidays per annum, • Performance bonus at company discretion Company DescriptionBGP Holding (US) LLC, “BGP”, is a subsidiary of B.Grimm Power PCL, focused on acquiring renewable energy assets in the US.BGP Holding (US) LLC, “BGP”, is a subsidiary of B.Grimm Power PCL, focused on acquiring renewable energy assets in the US.
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