Hr/Office Administrator

The HR/Office Administrator will provide exceptional Customer Service with honesty and integrity to all internal and external Outdoor Cap customers. The HR/Office Administrator assists the department with a focus on recruiting processes, temp labor management and various administrative and employee relations tasks. The position always requires absolute confidentially and a professional demeanor.

Outdoor Cap has been servicing the needs of the headwear industry for 46 years and is one of the world’s largest companies focused on business-to-business sourcing and manufacturing headwear. With customers in retail, team sports, golf, promotional products and more, working at Outdoor Cap is an opportunity to be part of a growing business building amazing products for some of the world’s greatest brands and companies.

Essential Duties and Responsibilities

Human Resources

• Recruitment duties: assists the HR Team: scanning resumes, assessing applications, may phone screen, coordinate Interview setup with hiring managers, etc
• Pre-Screen duties: procures signed Offer and JD for new hires; administers Drug Screens & Background checks
• Onboarding duties: copy I-9 documents for new hires, assist with NH file setup, safety test, introduction of new hire to department, tour of facility, etc.
• Coordinate with Staff Photographer for new hire badge pictures for Outdoor Cap and JUNK
• Create new hire employee badges/deactivate & term badges/issue replacement badges
• Issue badges for 10, 15, 20 and 25 anniversaries
• Misc Audits – 401k, Personnel, Medical, I9 docs (filing, purging, organizing, follow-up)
• Keep job posting binder current at Front Desk and in 1200 building break room.
• Maintain changes to the photos on the ARES (or SharePoint) Site (add new hires, changes to departments, removing termed employees)
• Keep application supply well stocked, interacting with candidates to determine their interest in positions.
• Order sympathy arrangement for employees
• Distribute employee Medical, Dental, Vision, and H S A cards, W-2’s, and 1095’s.
• Create new hire file folders and labels

Receptionist

• Greet everyone coming into Outdoor Cap – be the “face” of Outdoor Cap – must have a positive attitude, pleasant and professional demeanor at all times.
• Answer any emails, phone calls, transfer calls to appropriate party, notify employees when guests arrive.
• Issue all Company badges (new employees, replacements, Visitor, temporary, All Access)
• Sign for UPS, Fed-Ex, USPS packages and distribute, notify Mail Clerk when daily mail arrives.
• Provide customers with samples that may have been left for them
• Provide keys for maintenance worker who may need access to outside storage area
• Make sure that the front Lobby area is neat and desk is clean whenever leaving for the day
• Assist with Holiday Decorations in the Lobby
• Notify Executive Assistants using the protocol documented when visitors or guests arrive to see Executives.
• Maintain and stock front coffee bar area, and order more supplies from Building Manager, when necessary, making sure coffee is made in the morning

Office Administrative Tasks

• Issue office supplies, and keep track of office supply inventory
• Assists in coordination of Blood Drives, Tenure Award Celebrations (as needed), assist other departments of the Company as needed. Other duties as assigned.
• Complete monthly birthday/anniversary calendar and post on ADP (WaterCooler Sharepoint) by 1st of the month.
• Assist Managers with setting up desk area and office supplies for new hires.
• Order Business cards/name plates for new Office personnel
• Sales – Assist with invoices and chargebacks, providing research and follow-up to Sales staff
• Marketing – Assist with proofreading catalogs and website information
• Assist other areas of the Company with Administrative projects, as necessary.
• Proactively seek out new projects as time permits

Skills and Competencies

• Intermediate level skills using Microsoft Office (Word, Excel, Power Point, Outlook) required
• Accurate data input, detail oriented and extremely organized
• Demonstrates initiative and anticipates HR/Accounting Team’s needs
• Highly collaborative and functions well in Team environment
• Ability to remain confidential at all times
• Bi-lingual preferred

Requirements

• Education: High School Diploma or Equivalent
• Experience: 2-5 years HR Recruiting/Office Administration
• Supervisory: None

Physical/Mental Requirements

• Must be able to remain in a stationary position (seated) 80% of the day and occasionally walk to nearby facility and inside the office to access files or escort candidates to interviews.
• Constantly operates a computer or other office machinery.
• The person in this position frequently communicates with employees, Customers, vendors, and the general public, and must be able to exchange accurate information in a clear manner.
• Required to have close visual acuity to perform computer tasks.
• Ability to lift 20 lbs. on an occasional basis
• Ability to hear a telephone ring

• Minimal local travel

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.