Join Na Hoku, Inc. in Honolulu, Hawaii for an on-site, hands-on leadership role in HR Administration. This position guides a small administrative team in a high-volume, paper-heavy environment, overseeing multi-state compliance, billing reconciliation, and manual HR processes. The role emphasizes keeping a physical office running smoothly while directing essential, non-digital HR workflows. The compensation is competitive at $110,000 per year, and a comprehensive benefits package supports your stability and growth in a traditional, hands-on workplace.
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Role Overview
We are seeking a hands-on, detail-oriented HR Administration Director to lead traditional, high-volume operations while supervising a small administrative team. This role is intensely manual, with a focus on billing reconciliation and meticulous spreadsheet management, as well as managing the everyday HR workload in a non-digital, paper-based environment.
Responsibilities
- Direct Supervision: Manage three HR Administrative Assistants, including coaching, regular check-ins, performance goal setting, and coverage scheduling.
- Performance Management: Conduct regular performance discussions, coach on disciplinary actions and employment law compliance, and perform workplace investigations as needed.
- Workflow Delegation: Assign daily manual tasks such as physical filing, data entry, onboarding/offboarding, and document preparation.
- Quality Control: Audit the administrative work to ensure 100% accuracy in physical records, billing reconciliation, leave administration, and compliance.
- State Labor Law Management: Stay current on and manually enforce labor laws across 15 states, maintaining localized policies for minimum wage, state tax withholding, meal/rest breaks, and state-specific paid leave.
- Employee Threshold Mandates: Oversee compliance for federal thresholds including Title VII, ADA, PDA, and FMLA.
- State-Specific Compliance Reporting: Direct manual collection, compilation, and filing of state-mandated reports across 15 jurisdictions, including SDI, SUI, and localized pay data reporting.
- Manual Compliance Tracking: Create physical trackers and audit trails for accommodations, state training requirements, and poster updates across all jurisdictions.
- Plan Administration: Manage day-to-day administration of the company 401(k) plan, reviewing deferral forms, distributions, loans, and beneficiary updates.
- Manual Contributions Tracking: Manually track deferrals and company matching using master payroll spreadsheets before submission to the plan trustee.
- State Retirement Mandates: Monitor compliance with state-mandated retirement programs for remote or localized employees where required.
- Annual Testing & Audit Support: Assist with non-discrimination testing, Form 5500 filings, and year-end audits by maintaining paper trails and census data.
- Paper-Based Open Enrollment: Plan and execute annual benefits open enrollment, including benefit guides, rate sheets, and election forms.
- Manual Processing & Auditing: Review and enter benefit elections from physical forms into carrier portals, ensuring signatures and data completeness.
- Carrier Billing Reconciliation: Manually audit monthly insurance invoices against enrollment records to identify discrepancies.
- Tactile Onboarding Process: Own the day-one onboarding experience with manual completion of I-9s, state tax forms, direct deposit, and handbook acknowledgments, with data entry in Microsoft Dynamics NAV.
- Manual Record Creation: Supervise creation of physical employee master files with proper separation of medical, I-9, and general personnel records.
- Compliance Training Delivery: Coordinate mandatory training and track completions using the LMS platform.
- Training Log Maintenance: Maintain training completions, expiration dates, and state-specific certifications across operating states.
- Manual Paperwork & Compliance: Oversee the physical lifecycle of onboarding, offboarding, and benefits documentation.
- Billing & Finance Support: Handle manual billing processes, verify insurance invoices, and cross-reference receipts with payroll and benefits records.
- Heavy Spreadsheet Management: Maintain complex trackers for multi-state compliance, 401(k) deductions, elections, training metrics, payroll variables, and company metrics.
- Audit Readiness & Compliance Reporting: Keep physical filing systems organized and compliant with labor laws, directing the team to uphold standards and use NAV and internal reporting tools for state-specific compliance reporting.
Requirements
- 3+ years of experience supervising administrative or HR staff.
- 5+ years in HR, payroll, accounting, or office management within a paper-heavy environment.
- Proven experience administering manual open enrollments, managing 401(k) plans, and navigating federal and multi-state labor laws.
- Advanced skills in data entry, sorting, formulas, and manual reporting.
- Experience with Microsoft Dynamics NAV.
- High attention to detail with the ability to catch discrepancies across state regulations and large volumes of physical paperwork.
- Comfort with non-digital workflows and a preference for tactile organization and paper-based processes.
Technologies
- Microsoft Dynamics NAV
- LMS platform
Work Location
On-site in Honolulu, Hawaii
Pay
From $110,000.00 per year
