HR & Office Administrator - Onsite Position

Paladin EnviroTech Company; Tampa (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Paladin Envirotech seeks an organized HR and Office Administrator to provide onsite HR and administrative support at the Tampa facility while supporting HR operations company-wide. This role will serve as a local HR resource for employees and managers, assist with HR initiatives, and help ensure smooth office operations.

The ideal candidate is highly organized, maintains confidentiality, communicates professionally, and balances HR responsibilities with administrative duties in a fast-paced

Qualifications

• 3+ years of HR and office administrative experience required.
• High school diploma or equivalent; associate degree preferred.
• Experience with ADP Workforce Now is preferred.
• Knowledge of OSHA requirements and workplace safety practices.
• Experience with multi-state employment laws a plus.
• Strong organizational, written, and verbal communication with attention to detail.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel).

Responsibilities

• Assist with onboarding and new hire paperwork.
• Maintain confidential HR files and records.
• Enter and update employee data in HR systems.
• Handle employee status changes and payroll-related information.
• Coordinate background checks and pre-employment requirements.
• Maintain federal/state employment postings.
• Track attendance and PTO; assist payroll processing.
• Coordinate recruiting activities and candidate communications.
• Maintain training records and coordinate training.
• Respond to routine HR questions and escalate complex issues.
• Serve as front-office contact for employees, visitors, and vendors.
• Schedule meetings and company events.
• Prepare documents, reports, and presentations.
• Assist management with administrative projects.
• Maintain organized front office and common areas.
• Ensure safety and compliance collaboration with Operations and Safety teams.

Skills

Organizational skills

Written communication

Verbal communication

Attention to detail

Confidentiality

Independence

Initiative

Education

High school diploma

Associate degree in HR/Business

SHRM/HRCI certification

Tools

ADP Workforce Now

Microsoft Office 365

Job description

Company Overview

Paladin Envirotech is a full-service electronics and materials management company operating across the United States and internationally. We provide secure, high-quality IT asset disposition and recycling services while maintaining top-tier industry certifications, including Responsible Recycling (R2) and RIOS:2016.

Our mission is to deliver safe, reliable, and environmentally responsible solutions to clients across a wide range of industries. As we continue to grow, we are seeking talented individuals who share our commitment to operational excellence, sustainability, safety, and customer service.

Position Summary

We are seeking an organized, dependable, and personable HR and Office Administrator to provide onsite HR and administrative support at the facility while also supporting the Human Resources department with day-to-day HR operations across the company. This role will serve as a local HR resource for employees and managers, assist with company-wide HR initiatives and processes, and help ensure smooth and efficient office operations.

The ideal candidate is highly organized, maintains confidentiality, communicates professionally, and is comfortable balancing HR responsibilities with general administrative duties in a fast-paced environment.

Onsite Requirement: This position is required to work onsite Monday through Friday. Hybrid and remote work options are not available for this role.

Key Responsibilities - Human Resources Support

• Assist with the onboarding process for new employees, including preparing new hire paperwork and orientation materials.
• Maintain accurate and confidential employee personnel files and HR records.
• Assist with entering and updating employee information in HR, payroll, and benefits systems.
• Handle employee status changes, including new hires, transfers, pay changes, and terminations.
• Facilitate background checks, drug screenings, and other pre-employment requirements.
• Maintain required federal and state employment postings.
• Review employee timecards for accuracy, including hours worked, time off, and other payroll-related information, and provide backup support for payroll processing.
• Tracking employee attendance, PTO, leave documentation, and other HR records.
• Prepare HR correspondence, forms, disciplinary documentation, and other employee-related paperwork as directed.
• Manage recruiting activities, including posting open positions, reviewing applications, coordinating interviews, communicating with candidates, and preparing employment offer letters and related new hire documentation.
• Coordinate with staffing agencies regarding candidates, working interviews, onboarding requirements, and employee status updates.
• Coordinate employee training activities and maintain accurate and up-to-date training records.
• Respond to routine employee questions and coordinate more complex matters with the HR Team.
• Knowledge of HR compliance requirements, including FLSA, FMLA, ADA, EEO, I-9/E-Verify, and applicable state employment laws.
• Familiarity with workers’ compensation, workplace injury reporting, and return-to-work processes.
• Partner with Operations and Compliance to support workplace safety initiatives, OSHA compliance, incident reporting, workers’ compensation, safety training, and corrective actions related to workplace safety.
• Create, maintain, and update the company’s organizational chart to reflect current reporting structures and staffing changes.
• Maintain strict confidentiality regarding employee, payroll, benefits, and company information.

Key Responsibilities - Office Administration

• Serve as a professional and welcoming point of contact for employees, visitors, vendors, and candidates.
• Answer and route incoming phone calls and respond to general inquiries.
• Receive, sort, and distribute incoming mail and deliveries, and prepare outgoing mail, packages, and shipping labels as needed.
• Order and maintain office supplies and monitor inventory levels.
• Perform general administrative duties including filing, scanning, copying, data entry, and document preparation.
• Maintain organized electronic and paper filing systems.
• Assist with scheduling meetings, interviews, training sessions, and company events.
• Prepare documents, spreadsheets, reports, and presentations as requested.
• Assist management and other departments with administrative projects when needed.
• Help maintain an organized and professional front office and common areas.
• Perform other duties and special projects as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or additional education in Human Resources, Business Administration, or a related field preferred.
• SHRM or HRCI certification a plus.
• 3+ years of Human Resources and Office Administrative experience required.
• Working knowledge of OSHA requirements and general workplace safety practices, preferably within a warehouse, manufacturing, or distribution environment preferred.
• Experience supporting a multi-state workforce and knowledge of applicable federal, state, and local employment laws a plus.
• Experience with ADP Workforce Now is preferred.
• Strong organizational, written, and verbal communication skills with excellent attention to detail.
• Professional and approachable when interacting with employees, applicants, visitors, and management.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office 365, including Outlook, Word, and Excel.
• Self-motivated and proactive, with strong initiative and the ability to work independently while effectively managing priorities and responsibilities.

Physical Requirements

• Regularly sit and/or stand for extended periods while performing job duties.
• Operate computers, phones, printers, copiers, and other standard office equipment.
• Occasionally lift, carry, and move office supplies, files, or packages weighing up to 25 pounds.
• Move throughout office and warehouse/operational areas as necessary to perform job responsibilities.

This position primarily works in an office environment but will require entering warehouse production or operational areas. Appropriate safety requirements and personal protective equipment must be followed when entering designated operational areas.