HR and Office Administrator

The HR and Office Administrator provides front-line human resources and office administration support for a Tempe location of approximately 120 employees. This role is responsible for delivering a high-quality employee and guest experience through day-to-day office operations, HR coordination, onboarding support, facilities and vendor management, and meeting logistics. The position also supports executive leadership and helps coordinate executive and Board meetings hosted at the site, ensuring the office operates professionally, efficiently, and in compliance with company policies and procedures.

Human Resources Administration

*Maintain employee records and upload or file documentation in HR systems in a timely and accurate manner.
*Support onboarding processes for new hires, including background screenings, Form I-9 completion, E-Verify processing, orientation logistics, badge and workspace readiness, and first-day coordination.
*Serve as a key point of contact for new hires and hiring managers throughout the onboarding process, providing status updates and ensuring a positive transition into the organization.
*Coordinate employee offboarding activities in partnership with HR and managers, including termination documentation, system notifications, building access removal, and state-required reporting.
*Process employee applications for corporate credit cards and support administration of employee programs and related accounts, including enrollment, maintenance, and usage review.
*Administer tuition reimbursement and similar employee support programs, including tracking submissions, approvals, documentation, and payroll coordination.
*Assist with document retrieval from legacy employee files and respond to routine HR document and records requests while maintaining confidentiality.
*Process HR-related invoices and route them for approval; maintain organized records of submissions and supporting documentation.
*Support unemployment claims, employment verification requests, and other routine HR administrative processes in coordination with the HR team.
*Provide regular onboarding, employee transaction, and status updates to HR, recruiting, and business leaders as needed.

Office Administration

*Serve as the primary office administrator for a location of approximately 120 employees, ensuring smooth daily operations and a professional work environment.
*Coordinate office access and occupancy needs, including parking assignments, building badges, visitor registration, seating changes, and communication with building management.
*Manage office facilities, maintenance requests, repairs, security issues, and building communications; escalate issues as needed and follow through to resolution.
*Monitor, order, and maintain office, kitchen, and conference room supplies; manage inventory levels and support cost-conscious purchasing practices.
*Coordinate vendor services and deliveries, including office shipments, courier activity, catering, service technicians, and purchase order receipts.
*Sort and distribute incoming mail, manage shared office communications such as voicemail or front desk inquiries, and serve as a central point of contact for general office questions.
*Process office-related invoices and expense submissions, including coding, routing, and follow-up for approval and payment.
*Plan and coordinate internal meetings, employee events, team lunches, and onsite activities that support employee engagement and office culture.
*Partner with leaders and event stakeholders to coordinate executive and Board meetings hosted in the office, including room readiness, guest access, catering, seating, materials, technology coordination, and day-of logistics.
*Prepare conference rooms and common areas for high-visibility meetings and visitors, ensuring spaces are clean, stocked, and aligned with company standards.
*Act as the primary contact for the Maricopa Travel Reduction Program and maintain required documentation and audit compliance.

Executive and Administrative Support

*Provide light administrative support to 3-4 members of our executive/senior leadership team, including calendar coordination, meeting scheduling, travel support, expense reporting, and preparation of meeting materials.
*Assist senior leaders and visiting executives with onsite logistics, hospitality, and coordination for executive and Board-related activities.

Work Environment

*Based in the Tempe office with regular interaction across departments, employees, vendors, executive leadership, and external visitors.
*Role requires balancing daily office administration, executive support, and HR compliance responsibilities in a fast-paced environment.
*In office 5 days a week; periodic schedule flexibility may be needed to support early-morning or extended-day executive and Board meetings.

Minimum Qualifications:

* 3+ years of experience in office administration, HR support, executive support, or a related role
* Experience supporting a mid-sized office environment and coordinating multiple priorities with minimal supervision

Preferred Qualifications:

*Experience with HRIS systems (e.g., UKG) and standard onboarding documentation processes
*Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
*Strong attention to detail and ability to manage confidential and sensitive information with discretion
*Strong communication, customer service, and relationship-management skills across all levels of the organization.
*Organization and time management
*Attention to detail and follow-through
*Customer service and employee experience mindset
*Problem-solving and sound judgment

NOTE:This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.

Ports America is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

If you require additional information about our comprehensive data privacy policy https://artifacts.portsamerica.com/pdf/Applicant%20Privacy%20Notice.pdf, we invite you to contact us via email at human.resources@portsamerica.com.

Our dedicated team at Ports America will be pleased to address any specific inquiries or concerns you may have regarding the handling, protection, and security of your data. We are committed to ensuring the utmost privacy and confidentiality of your personal information and will gladly provide you with the necessary details to help you better understand our practices and protocols.