Director of HR Administration

Director of HR Administration Role Overview We are seeking a hands\-on, detail\-oriented HR Administration Director to lead our traditional, high\-volume operations and supervise a small administrative team. This role is highly manual and requires a leader who excels at billing reconciliation, and spreadsheet management along with managing the everyday Human Resources workload. The ideal candidate thrives on keeping a physical office running seamlessly, is a master of multi\-state regulatory compliance, and knows how to effectively direct a team in a challenging environment. Team Leadership \& Supervision Direct Supervision: Manage, train, and mentor a team of (3\) HR Administrative Assistants. Conduct regular check\-ins, set performance goals, and manage coverage schedules for the administrative team. Performance Management: Conduct regular check\-ins, set performance goals to drive performance, coach management team on effective delivery of disciplinary actions and employment law compliance. Conduct workplace investigations as needed. Workflow Delegation: Assign and oversee daily manual tasks, including physical filing, data entry, employee related onboarding and offboarding processes, and document preparation. Quality Control: Review and audit the work of the administrative assistants to ensure 100% accuracy in employee physical records, billing reconciliation, spreadsheet updates, leave administration and labor law compliance. Multi\-State \& Federal Compliance State Labor Law Management: Stay up to date on and manually enforce diverse labor laws across 15 distinct states, ensuring localized policies for minimum wage, state tax withholding, meal/rest breaks, and state\-specific paid leave are perfectly tracked. Employee Threshold Mandates: Oversee and document compliance for essential federal thresholds that apply to our headcount size, including Title VII of the Civil Rights Act, the Americans with Disabilities Act (ADA), the Pregnancy Discrimination Act (PDA), and the Family Medical Leave Act (FMLA) State\-Specific Compliance Reporting: Direct the manual collection, compilation, and filing of state\-mandated reports across all 15 jurisdictions. This includes tracking state disability insurance (SDI), state unemployment insurance (SUI), and localized pay data reporting. Manual Compliance Tracking: Create and maintain physical trackers and paper\-based audit trails to document the interactive process for accommodations, localized training requirements (e.g., state\-mandated harassment prevention), and required physical workplace poster updates for all 15 jurisdictions. 401(k) \& Benefits Administration Plan Administration: Manage the day\-to\-day administration of the company 401(k) plan. Review physical deferral forms, distribution paperwork, loans, and beneficiary updates. Manual Contributions Tracking: Manually track, calculate, and cross\-reference employee deferrals and company matching contributions using master payroll spreadsheets before submitting data to the plan trustee. State Retirement Mandates: Monitor compliance with state\-mandated retirement savings programs (e.g., CalSavers, Illinois Secure Choice) for remote or localized employees in states where the company plan must be registered or exempt. Annual Testing \& Audit Support: Assist with the preparation for annual non\-discrimination testing (NDT), Form 5500 filings, and year\-end plan audits by maintaining meticulous, paper\-based transaction trails and census data sheets. Manual Open Enrollment \& Benefits Administration Paper\-Based Open Enrollment: Plan, launch, and execute the annual benefits open enrollment process. Oversee the planning, implementation and roll out of benefit guides, rate sheets, and election forms. Manual Processing \& Auditing: Personally review, audit, and manually enter employee benefit elections from physical forms into carrier portals. Cross\-reference all forms to ensure no missing signatures or incomplete data. Carrier Billing Reconciliation: Manually audit monthly insurance invoices by hand against master spreadsheets and physical enrollment records to catch discrepancies, terminations, or delayed additions. Onboarding \& Training Management Tactile Onboarding Process: Own the physical day\-one onboarding experience. Ensure new hires complete physical I\-9 forms, state tax documents, direct deposit authorizations, manual forms processing and handbook acknowledgments by hand. Data entry into Microsoft Dynamics NAV for record keeping of employee information and other in\-house programs. Manual Record Creation: Supervise the assistant team in creating physical "Employee Master Files" (manilla folders, binders) for every new hire, ensuring strict compliance with separation of medical, I\-9, and general personnel files. Compliance Training Delivery: Coordinate and track mandatory employee training (e.g., state\-mandated harassment prevention, workplace violence prevention, and safety protocols). Utilize LMS platform to maintain compliance and tracking. Training Log Maintenance: Maintain employee training completions, expiration dates, and localized compliance certifications across all operating states. Key Responsibilities Manual Paperwork \& Compliance: Own the physical employee lifecycle. Oversee the printing, physical completion, and organization of all onboarding, offboarding, and benefits documentation. Billing \& Finance Support: Manage manual billing processes, insurance invoice verification, and cross\-reference financial receipts by hand against master payroll and benefits files. Heavy Spreadsheet Management: Maintain, audit, and manually updating complex master trackers for multi\-state compliance reports, 401(k) deductions, benefit elections, training completion metrics, payroll variables, and company metrics. Audit Readiness and Compliance Reporting: Keep all physical filing cabinets and storage systems impeccably organized and compliant with federal and state labor laws, directing the assistant team to maintain strict organizational standards. Utilize employee information to complete various State specific compliance reporting using reports generated from NAV and other internal reporting programs. Qualifications Management Experience: 3\+ years of experience supervising administrative or HR staff. Operational Experience: 5\+ years in HR, payroll, accounting, or office management within a paper\-heavy environment (e.g., manufacturing, or traditional retail). Compliance \& Benefits Knowledge: Proven experience administering manual open enrollments, managing 401(k) plans, and navigating federal/multi\-state labor laws. Spreadsheet Mastery: Advanced skills in data entry, sorting, formulas, and manual reporting. HR Data Management: Experience with Microsoft Dynamics NAV. High Attention to Detail: Exceptional focus required to catch discrepancies across various state regulations and high volumes of physical paperwork. Comfort with the Non\-Digital: A genuine preference for tactile organization, paper files, and physical processes over cloud\-based HRIS automation. Pay: From $110,000\.00 per year Benefits: 401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Life insurance Paid time off Vision insurance Work Location: In person