Director of Administration and HR Job at The Mailworks (Menands)

Job Description

As Director of Administration and HR, you will be the stabilizing force that brings clarity, structure, and consistency to a growing organization. This role is built for a disciplined, process-driven leader who takes pride in creating order, maintaining compliance, and ensuring people and systems operate with precision. You will own the administrative and HR infrastructure that supports leadership alignment, protects the business, and sustains a values-driven culture. Success comes from setting clear expectations, documenting what matters, and holding teams accountable to proven standards.

Job Responsibility

LMA – Lead, Manage, hold people Accountable
Collaborates with the Executive Leadership team to develop company goals and ensure alignment across all departments
Provides clear direction, coaching, and accountability to direct reports
Hosts weekly Administrative L10 meetings with direct reports
Works with the CEO to schedule, plan, and execute quarterly and annual Leadership L10 meetings
Participates in weekly Leadership L10 meetings and completes assigned Rocks and to-dos
Monitors, tracks, and ensures the timely completion of all Quarterly Conversations and Annual Reviews
Maintains up-to-date documentation in the Employee Performance Log
Drives seamless collaboration across administrative, production, and executive departments
COMPLIANCE AND BENEFIT ADMINISTRATOR
Collaborates with the Director of Security and IT to ensure all administrative and HR-related policies and procedures align with SOC2 and HIPAA requirements
Collaborate with the VP of Development and Director of IT/Security to proactively contribute to audit preparation
Oversees the full lifecycle of legal documents
Maintains a centralized and organized system for legal documents in The Mailworks Process Library
Ensures completion of required compliance training
Serves as primary liaison for external labor related legal counsel and benefit providers
Coordinates and schedules employee benefit meetings
Partners with the CSO and Controller to evaluate, negotiate, and implement benefit plans
HUMAN RESOURCES
Leads company-wide talent lifecycle including recruiting, onboarding, training, development, and performance reviews
Personally handles recruitment for senior and executive positions
Partners with Leadership to forecast staffing needs and build workforce plans
Coaches HR team and other managers on full-cycle hiring processes
Drives inclusion efforts and ensures a respectful, engaging work environment
Leads conflict resolution and disciplinary actions
Ensures enforcement of all HR policies and labor law requirements
Investigates complaints and sensitive issues with professionalism and discretion
Oversees execution of internal culture-building events
ADMINISTRATIVE
Assumes full ownership of the HR & Administrative Process Manual
Maintains and organizes the company’s Process Library in Asana and Google Drive
Collaborates with the Marketing Department to communicate internal initiatives
Develops, refines, and documents administrative workflows
Partners with the CEO to prepare and present materials for All Hands and other company-wide presentations
Collaborates with the L10 team to plan and execute company events
FACILITIES & BUILDING OVERSIGHT
Oversees all non-production building and facility needs
Serves as the point of coordination for building-related maintenance, repairs, and improvement requests
Partners closely with the Plant Engineer to align on scope, priority, and timing of facility-related work
Coordinates and manages third-party vendors
Ensures vendors meet service expectations, safety requirements, and contractual obligations
Tracks building maintenance requests, work orders, and recurring service schedules
Maintains documentation related to building systems, warranties, service contracts, and vendor agreements
Collaborates with leadership to proactively identify facility needs, improvements, or risks
Ensures all non-production areas remain compliant with safety, cleanliness, and operational standards
Coordination of management of the Fire Drill and Safety Policy

Requirements

Holds active SHRM-CP or SHRM-SCP certification
Proven ability to mentor and lead high-performing teams
Strong communication skills with a professional, direct tone
Extremely organized with the ability to manage complex, multi-departmental projects and competing deadlines
Deep working knowledge of labor law, FMLA, PFL, benefits administration, and compliance standards
Technically proficient in Google Suite, Asana, with a strong ability to learn new tools
Highly accountable and process-oriented
Committed to fostering an inclusive and respectful workplace

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Director of Administration and HR

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