Human Resources and Admin Specialist
12 - 15 years
Waltham, MA
Full-time
Onsite
1 month ago
About the role
A leading international technology and services organization is seeking a highly organized, compliance-driven, and proactive Human Resources & Administrative Specialist to manage HR operations, payroll administration, employee benefits, compliance, and office administration across multiple jurisdictions.
This role is ideal for a professional who thrives in a fast-paced environment, takes ownership of processes, and values accuracy, confidentiality, and operational excellence.
Requirements
Talent Acquisition & Employee Lifecycle
Payroll Administration (Multi-State & International)
Benefits Administration
Compliance & Employment Law
Office & Administrative Management
Benefits
Qualifications & Experience
Technical & Core Competencies
This role is ideal for a professional who thrives in a fast-paced environment, takes ownership of processes, and values accuracy, confidentiality, and operational excellence.
Requirements
Talent Acquisition & Employee Lifecycle
- Draft and manage job postings through LinkedIn, Indeed, and recruitment agencies
- Coordinate interviews and support the hiring process
- Prepare offer letters and onboarding documentation
- Manage onboarding activities including I-9 verification, payroll setup, and benefits enrollment
- Handle employee offboarding including final payroll coordination, COBRA processing, and system access removal
- Enforce company policies and HR best practices
- Address employee inquiries related to payroll, benefits, and retirement plans
- Support managers with employee relations matters including performance management, disciplinary actions, and grievance handling
- Monitor and report key employment-related issues to senior management
Payroll Administration (Multi-State & International)
- Manage bi-weekly payroll processing for U.S. and Canada operations and bi-monthly payroll for international entities
- Ensure accurate processing of payroll updates including new hires, terminations, bonuses, overtime, and salary adjustments
- Process overtime in compliance with federal and state wage laws
- Generate payroll reports and reconcile payroll data with Finance
Benefits Administration
- Administer employee benefits programs including medical, dental, vision, disability, HRA/FSA, and retirement plans
- Support leave management and employee benefit inquiries
- Reconcile monthly insurance and benefits carrier invoices
- Coordinate annual open enrollment activities and employee communications
- Analyze compensation and benefits trends to support talent attraction and retention strategies
Compliance & Employment Law
- Maintain up-to-date knowledge of U.S. employment laws and labor compliance requirements
- Ensure compliance with FLSA, ADA, COBRA, state-specific leave laws, and other employment regulations
- Review and update HR policies and procedures to maintain legal compliance
- Maintain accurate employee records and confidential documentation
Office & Administrative Management
- Act as liaison with external vendors, benefits providers, and office service providers
- Manage office administration, building coordination, and vendor relationships
- Oversee office access control and security systems
- Maintain secure documentation and system credentials
Benefits
Qualifications & Experience
- Bachelor's degree in Human Resources, Business Administration, Finance, or related field preferred
- 3-7 years of progressive HR and administrative experience
- Proven experience managing payroll operations
- Strong knowledge of U.S. federal and state employment law compliance
- High attention to detail and financial accuracy
- Excellent organizational and time management skills
- Bilingual proficiency in English and Spanish required
- Advanced proficiency in Microsoft Excel and HRIS systems
Technical & Core Competencies
- Advanced Microsoft Office skills, particularly Excel
- Payroll reporting and reconciliation
- HRIS systems and employee database management
- Benefits administration and compliance coordination
- Document management systems
- Strong communication and interpersonal skills
- Ability to maintain confidentiality and professionalism at all times
Skills
Human Resources