Job Details

Position Summary:
Under the direction of the supervisor, the Administrative Specialist is responsible for managing daily operations of the Human Resources and Administration department. This role requires a proactive individual with excellent organizational and communication skills who can efficiently manage multiple responsibilities in a fast-paced environment.

Key Responsibilities:
Office Administration
Provide general administrative support to supervisors and coordinate communication with senior management.
Manage incoming/outgoing mail and packages; assist with office visitors and meeting setups.
Oversee office supply inventory and maintenance, including beverages and tea bags for employees and guests, and coordinate with vendors (e.g., cleaning, catering).
Assist with corporate events and internal communications.
Manage and update the corporate calendar.
Prepare, update, and manage internal documents and reports.
Process monthly vendor vouchers and maintain accurate records.
Provide basic troubleshooting and hardware setup support.
Administer cloud-based platforms such as Office 365, Zendesk, RingCentral.

Customer Support
Respond to customer inquiries and complaints; ensure timely resolution and follow-up.
Create product investigation reports and coordinate with the Production Department.
Maintain strong communication and relationships with customers; escalate issues when needed.
Collaborate with other departments to ensure customer satisfaction.
Maintain customer service records and support the development of service procedures and standards.

HR & Compliance Support
Support onboarding and offboarding processes (e.g., account setup, phone extensions).
Assist with benefits and insurance administration; liaise with brokers for renewals and claims.
Maintain employee records including business cards and internal documentation.
Open/close state business tax accounts and manage correspondence related to tax notices.

Knowledge, skills, and abilities:
Associate degree or equivalent experience (2–3 years) in administrative or HR support roles.
Strong written and verbal communication skills.
Proficient in Microsoft Office (especially Excel); experience with databases preferred.
Detail-oriented, highly organized, and capable of multitasking.
Flexible and eager to learn new systems.
HR experience is a plus.

Working conditions:
Office-based with occasional need to lift/move light items. Requires independent work and cross-department collaboration.