Office & HR Administration Manager

Position Purpose

The Office & HR Administration Manager provides high-level administrative operational and HR support to site leadership while ensuring smooth front office operations consistent administrative processes and a professional experience for employees visitors candidates vendors customers and external partners. This role combines executive support HR administration onboarding coordination office operations employee communications event support vendor coordination procurement support and administrative process improvement. The position requires professionalism confidentiality strong organization attention to detail and the ability to perform effectively in a fast-paced highly visible multi-site environment.

Key Responsibilities / Essential Functions

Leadership Administrative Support

• Coordinate meetings leadership sessions conferences and special events including scheduling room setup equipment readiness agendas materials minutes and follow-up actions as needed.
• Maintain the highest level of confidentiality when handling sensitive leadership employee business financial HR or organizational information.

Front Office and Visitor Experience

• Serve as a primary point of contact for the front office and ensure a professional welcoming and organized experience for employees visitors candidates vendors customers and suppliers.
• Answer calls route inquiries take messages greet visitors manage check-in procedures maintain visitor logs and badges coordinate security clearance and provide required safety information.
• Support emergency preparedness activities including roll call during drills and building evacuations.

HR Administration Onboarding and Compliance

• Coordinate employee onboarding including new hire packets onboarding checklists welcome communications presenter scheduling room setup new hire paperwork and related onboarding activities.
• Support new hire setup activities including mailboxes badge creation IT ticket coordination and onboarding materials.
• Maintain electronic and paper HR files personnel records I-9 documentation E-Verify processes and required employee documentation in an organized and confidential manner.
• Support HR Talent Acquisition Payroll Benefits Learning and Development and HR Business Partner activities as assigned.

Office Operations Procurement and Facilities Support

• Oversee day-to-day office operations to ensure the workplace is organized well supplied professional safe and fully functional.
• Coordinate office equipment badge systems phones copiers postage equipment filing systems mail FedEx UPS printed materials and internal distribution needs.
• Manage or support ordering for office supplies equipment coffee catering group lunches meeting supplies employee gifts and other administrative purchasing needs.
• Support purchase requests purchase orders procurement processes vendor coordination equipment leasing repairs and office improvement activities.

Events Communications and Employee Engagement

• Assist in planning and executing employee engagement events leadership meetings quarterly town halls site events company communications and special initiatives.
• Coordinate catering food orders meeting notices supplies setup cleanup and logistics for employee events leadership meetings and site activities.
• Create or support employee communications using PowerPoint email templates videos bulletin boards Viva Engage Net Presenter desk drops table drops or other communication channels.

Team Leadership and Process Improvement

• Standardize administrative procedures office workflows onboarding processes and office management practices across locations where applicable.
• Identify opportunities to improve administrative efficiency communication workflow documentation vendor management and operational consistency.
• Develop document and maintain administrative policies procedures workflows and reference materials to support clarity and accountability.

Qualifications :

Position Requirements

• High school diploma or GED required. Bachelors degree in Business Administration Human Resources or a related field preferred.
• Minimum of 5 years of progressive administrative executive support office management HR administration customer service staffing or related experience preferred.

• Excellent written and verbal communication skills with a professional service orientation.
• Strong organization time management follow-through prioritization and attention to detail.
• Ability to interact professionally with employees executives candidates visitors vendors customers and suppliers.
• Experience coordinating onboarding HR documentation employee files I-9/E-Verify recruiting administration training records or employee communications preferred.

Preferred Knowledge / Skills

• Ability to work with personnel at all levels of the organization from executives to individual contributors.
• Demonstrated discretion and confidentiality when handling sensitive information.
• Strong multitasking problem-solving decision-making and workload management skills.
• Proficiency with Microsoft Office including Word Excel PowerPoint Outlook Teams and SharePoint.
• Ability to work independently while collaborating effectively with HR leadership administrative teams employees and external partners.
• Prior experience in a manufacturing medical device pharmaceutical or regulated business environment preferred.
• Positive proactive professional demeanor with the ability to function effectively in a fast-paced environment with frequent interruptions and shifting priorities.

Work Environment

• Must wear required PPE when entering warehouse laboratory or manufacturing areas.
• Must be able to lift up to 35 pounds.
• Position requires onsite presence due to the level of collaboration front office coverage employee support visitor interaction and leadership support required.
• May require travel between company locations and occasional travel to business events.
• Fast-paced work environment with frequent interruptions and competing priorities.

Additional Notes

This job description is not intended to cover or contain a comprehensive listing of all activities duties or responsibilities required of the employee. Duties responsibilities and activities may be revised at any time by the Company.

Additional Information :

Why Join Nemera

At Nemera we prioritize patients when creating drug delivery devices understanding that accurate dosing and ergonomics are crucial for treatment adherence. Joining Nemera means becoming part of a team that enjoys working together and consistently delivers on its commitments. We take pride in our work because it improves patients lives.

We look forward to receiving your application (resume submitted in English is appreciated). We offer varied jobs job in an international group if you want to discover more about Nemera please look at our website someone at Nemera We have a Referral Program so be sure to have them submit you as a referral prior to applying for this position

POSITION RANGE: $65000 - $95000 USD Salaried (This is the range that we in good faith believe is the range of possible compensation for this role at the time of this posting. This range may be modified in the future.)

For US Benefits CLICK HERE.

Nemera is an equal opportunity employer and does not discriminate against any person on the basis of race religion color gender gender identity sexual orientation age national origin disability veteran status or any other protected class indication. This company is required by federal law to hire only persons who can establish they are eligible to work in the United States.

Remote Work :

No

Employment Type :

Full-time