Administration and Operation Specialist

Top-Us; New York (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

Top-Us in New York, NY is hiring an Administration and Operation Specialist to support payroll, HR records, onboarding/offboarding, and contract administration. This in-person role runs 9-5 and focuses on ensuring accurate payroll, benefits coordination, and regulatory filings while maintaining organized records and smooth operations.

The candidate will handle estate contracts, housing and relocation coordination, and travel logistics, contributing to a well-run office environment in a

Qualifications

• Prior experience in administration, operations, payroll, HR administration, or related field preferred.
• Excellent organizational skills with ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
• Experience with payroll, employee benefits, contracts, business registrations or regulatory filings is a plus.

Responsibilities

• Support payroll processing, gross-up calculations, reimbursements, and payroll tax filings.
• Maintain employee records, PTO/Sick Leave records, and required HR documentation.
• Support employee onboarding and offboarding processes.
• Administer medical insurance and 401(k) records and coordinate annual processes.
• Prepare and process contracts, track deadlines, and maintain contract records.
• Coordinate state registrations, annual filings, licenses, and corporate records.
• Maintain customer account balances and follow up on outstanding payments and late fees.
• Support expatriate and trainee housing, lease renewals, insurance, and relocation needs.
• Coordinate business travel and manage office and kitchen supplies.
• Provide general administrative support to the company as needed.

Skills

Payroll processing

HR administration

Organizational skills

multitasking

Japanese language (nice to have)

Tools

Excel

Word

Outlook

Job description

Job Details

Administration and Operation Specialist - New York, NY

Position: Administration and Operation Specialist

Industry: Finance

Location: New York, NY

Salary: 65-75k

Status: Full time/Direct Hire

Work Style: In Person

Working Hour: 9-5pm

Ref #: 33526

Responsibilities

• Support payroll processing, gross-up calculations, reimbursements, and payroll tax filings.


• Maintain employee records, PTO/Sick Leave records, and required HR documentation.


• Support employee onboarding and offboarding processes.


• Administer medical insurance and 401(k) records and coordinate annual processes.


• Prepare and process contracts, track deadlines, and maintain contract records.


• Coordinate state registrations, annual filings, licenses, and corporate records.


• Maintain customer account balances and follow up on outstanding payments and late fees.


• Support expatriate and trainee housing, lease renewals, insurance, and relocation needs.


• Coordinate business travel and manage office and kitchen supplies.


• Provide general administrative support to the company as needed.

Qualifications

• Prior experience in administration, operations, payroll, HR administration, accounting support, or a related field preferred.


• Strong organizational skills with the ability to manage multiple tasks and deadlines.


• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.


• Experience with payroll, employee benefits, contracts, business registrations, or regulatory filings is a plus, but expertise in all areas is not required.


• Japanese skill is a big plus