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Director of Administration and HR

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The Mailworks

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Location:
United States , Menands

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Contract Type:
Not provided

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Salary:

105000.00 - 125000.00 USD / Year

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

Additional Information:

Job Posted:
January 26, 2026

Employment Type:
Fulltime
Work Type:
On-site work
Job Link Share:

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