Office Administrator

A growing food manufacturing company is seeking an Office Administrator to join the team. This is a hands-on role supporting day-to-day office operations, core HR administration, and cross-functional business support in a fast-growing, collaborative environment. Reporting to the Business Manager, the Office Administrator is responsible for organizing and executing essential processes, improving workflows, supporting employees and managers, and helping transition paper-based activities to practical digital systems.

Salary + Additional Benefits:

• $65,000–$70,000 annually
• Medical, Dental, Vision Insurance

Location: Houston, TX
Type of Position: Direct Hire

Responsibilities:

Human Resources & Employee Administration

• Coordinate employee onboarding and offboarding, including required forms, orientation materials, system setup, and personnel file maintenance.
• Maintain accurate employee records and support compliant documentation practices, including I-9s, policy acknowledgments, attendance records, and confidential HR files.
• Administer employee benefits processes, including eligibility tracking, enrollment and termination changes, employee communications, carrier or broker coordination, and record reconciliation.
• Maintain accurate benefits and workforce data needed for Affordable Care Act (ACA) compliance; coordinate preparation, review, and timely filing/distribution of required ACA reports and forms.
• Support timekeeping, payroll preparation, schedule changes, deductions, and employee status updates in ADP Workforce Now and/or Paylocity and internal ERP system.
• Serve as an accessible first point of contact for routine employee questions; communicate policies consistently and escalate sensitive or complex matters appropriately.
• Assist managers with recruiting coordination, interview scheduling, offer and pre-employment steps, corrective-action documentation, and employee-relations follow-up.
• Help develop, update, communicate, and administer company policies, procedures, forms, and training records.

Office & Business Administration

• Manage daily office operations, shared communications, calendars, filing systems, supply ordering, vendor coordination, and occasional business errands.
• Prepare correspondence, forms, spreadsheets, reports, presentations, and other business documentation with accuracy and professional judgment.
• Track bills and support accounts payable and accounts receivable activities, including invoice processing, payment follow-up, basic reconciliations, and recordkeeping in QuickBooks.
• Coordinate product sample shipments and provide administrative support for raw-material inventory, purchasing, and vendor follow-up.
• Support administrative needs across Operations, Procurement, Quality Assurance, Sales, Marketing, and Accounting as priorities require.

Systems, Process Improvement & Project Ownership

• Evaluate recurring administrative workflows, identify gaps or inefficiencies, recommend practical improvements, and implement approved solutions.
• Lead paper-to-digital transitions for documents, logs, approvals, employee records, and other routine workflows.
• Support implementation and ongoing use of business software; create simple tracking tools, reports, and dashboards as needed.
• Own assigned projects from planning through completion, track action items, and communicate progress or obstacles promptly.
• Perform other related duties as assigned in a growing and evolving organization.

Requirements:

• Fluent in English and Spanish, with the ability to communicate effectively with employees at all levels
• At least 3 years of progressive office administration, office management, HR coordination, or similar experience, including meaningful hands-on HR responsibilities
• Working knowledge of employee onboarding, personnel documentation, benefits administration, timekeeping, payroll support, and confidential record management
• Strong proficiency in Microsoft 365, particularly Excel, Word, Outlook, Teams, SharePoint, and OneDrive, with the ability to learn new systems quickly
• Excellent organization, follow-through, attention to detail, and written and verbal communication skills
• Demonstrated ability to prioritize competing needs, solve problems independently, and handle confidential information with discretion
• High school diploma or equivalent
• Associate degree or higher in business administration, human resources, or a related field preferred
• Experience with ADP Workforce Now or Paylocity and QuickBooks preferred
• Experience supporting ACA reporting and employer health-plan compliance, including Forms 1094-C and 1095-C preferred
• Experience in food manufacturing, manufacturing, distribution, or another hourly-workforce environment preferred
• Experience improving administrative workflows or implementing digital document and approval systems preferred
• Hands-on and accountable, willing to perform the work and not only oversee it
• Dependable, punctual, responsive, and consistent in follow-through
• Approachable and professional when supporting employees, managers, vendors, and customers
• Comfortable with changing priorities and able to bring structure to a fast-evolving environment
• Proactive in identifying problems while respecting approval channels and leadership direction

Due to the high volume of applications we typically receive, we regret that we are not able to personally respond to all applications. However, if you are invited to take the next step in the process, you will typically be contacted within one week of submitting your application.

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