HR/Office Manager

Benefits: 401(k) Company parties Competitive salary Dental insurance Health insurance Job Posting: HR / Office Manager Company: Pro-Serv Food Equipment Location: New Bern NC Type: Full-Time Reports To: Ownership / Finance ROLE PURPOSE The HR / Office Manager is responsible for keeping the people-side of Pro-Serv running smoothly, legally, and professionally. This role ensures: Legal and labor compliance Accurate employee records Efficient hiring and onboarding Payroll and benefits coordination Safety, certification, and licensing tracking Office administrative support This role does not run operations — it supports the people who do. Strong organization, follow-through, confidentiality, and documentation are non-negotiable. KEY RESPONSIBILITIES Human Resources & Compliance Maintain complete and accurate employee personnel files (digital and physical) Ensure compliance with labor laws, OSHA requirements, and company policies Track certifications, licenses, training, and expiration dates Document disciplinary actions, performance notes, and safety incidents Maintain employee handbook acknowledgments and policy updates Rule: If it’s not documented, it didn’t happen. Hiring & Onboarding Coordinate with Branch Managers on staffing needs Post and manage job openings Screen resumes and conduct phone screens Schedule interviews Coordinate background checks, drug screens, and license verification Prepare offer letters and new hire paperwork Set up first-day onboarding (systems access, uniforms, training schedules) Payroll & Benefits Coordination Review and verify timecards Monitor PTO balances and accruals Coordinate payroll data with Finance Handle benefit enrollments, changes, and employee questions Track and assist with workers’ compensation claims Assist with payroll audits and corrections Office Administration Manage office supply inventory and ordering Handle vendor paperwork and administrative requests Answer incoming administrative calls and emails Assist with meeting preparation and company events Maintain organized office systems and files DAILY TASKS Employee & Office Check HR and admin email inbox Respond to PTO and time-off requests Update employee records and files Monitor clock-ins and time discrepancies Check office supplies Answer incoming administrative calls Payroll / Benefits Review timecard issues Track workers’ compensation activity (if applicable) Respond to benefit-related questions Compliance / Documentation File disciplinary and performance notes Update certification tracker Log safety incidents WEEKLY TASKS Hiring / Staffing Review open positions Schedule interviews Coordinate background checks and drug screens Employee Records Audit personnel files Verify licenses and certifications Update employee contact information Payroll / Benefits Verify payroll data with Finance Update PTO balances Process insurance enrollments or changes Office Administration Reorder office supplies Process vendor paperwork Prepare for meetings MONTHLY TASKS Compliance & Legal Review OSHA documentation Update policies and handbook materials Review workers’ compensation activity Verify required labor law postings Employee Management Audit certification expirations Update training records Review performance documentation Finance Coordination Review benefits invoices Conduct payroll audits Audit PTO accruals QUALIFICATIONS 3+ years experience in HR, Office Management, or Administrative Management Strong knowledge of HR compliance and employment documentation Experience with payroll coordination and benefits administration High attention to detail and organization Ability to handle confidential information professionally Strong communication and follow-through Comfortable working in a fast-paced, blue-collar service environment WHAT SUCCESS LOOKS LIKE Employee files are always complete and audit-ready Hiring is organized, compliant, and efficient Payroll errors are minimal to none Certifications and licenses never expire unnoticed Office operations run smoothly without bottlenecks Leadership can trust that HR documentation is accurate and up-to-date WHY PRO-SERV Pro-Serv Food Equipment is a fast-growing, family-owned commercial service company that values: Accountability Structure High standards Taking care of our people If you are organized, proactive, and take pride in running a tight ship — this role is for you.