Sappi
HR Generalist and Office Manager
Sappi, Boston, Massachusetts, us, 02298
Position Summary:
We are seeking a highly organized and proactive HR Generalist and Office Manager to support our Boston facility. This role will combine HR generalist responsibilities with office management and legal department support duties, including the coordination of essential meetings, administrative support to key departments, and management of office facilities. The successful candidate will work closely with senior management, legal, HR, and communications teams to ensure smooth operational functions.
This position offers a unique opportunity for a dynamic professional to combine HR expertise with facility management responsibilities. If you are passionate about HR and thrive in a multifaceted role, we encourage you to apply! Key Responsibilities
Legal Department Support: • Support the Legal Department in corporate secretarial and administrative matters, including management of outside vendor for corporate compliance matters, invoices for legal vendors, etc. • Arrange and coordinate all aspects of Board meetings. • Ensure all logistical aspects of meetings are handled, including catering, room setup, and technology needs. • Maintain corporate minute books, including drafting minutes from board meetings.
Administrative Support: • Provide administrative support to the HR and Legal departments, including document preparation, filing, and data entry. • Assist with compliance tracking and reporting for HR and legal matters.
HR Generalist Responsibilities: • Working with the Corporate Recruiter, assist in full-cycle recruitment activities, including job postings, candidate screening, interviewing, and coordinating offers and onboarding processes. • Implements new hire orientation and employee recognition programs. • Performs routine tasks required to administer and execute human resource programs including but not limited to compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development. • Refers employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff. • Performs administrative and recordkeeping tasks related to staffing changes, which may include layoffs, resignations, terminations, and extended leaves of absence. • Assists with the administration of employee benefits, which may include collecting and submitting employee information and notice of change in status to health, dental, life, disability, and other insurance carriers or insurance brokers. • Plans and supports company-wide information meetings such as open enrollment, new hire orientation, and meetings to announce or discuss changes in retirement or benefits plans. • Conducts or assists with record audits and mandatory reports, which may include I-9 audits, EEO-1 filings, payroll audits, and other compliance reviews. • Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance. • Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.
Internal Communications: • Collaborate with the Communications department to distribute, and manage internal communications, ensuring company-wide information is accurate and timely. • Assist in the organization and delivery of employee engagement events and other initiatives. Facility Management: • Oversee the Boston facility’s day-to-day operations, including office space management, maintenance, and cleanliness. • Manage the budget for the office, including the purchasing of office furniture, fixtures, and supplies. • Serve as the primary contact for plant maintenance and external building management for inspections, security, and facility-related issues. • Notify employees of facility-related updates, such as building closures, security procedures, and maintenance schedules.
Budget and Office Supplies: • Monitor and manage the office budget, ensuring expenditures are aligned with financial targets. • Oversee inventory and procurement of office supplies and materials to ensure smooth daily operations. Lease, Insurance, and RFP Management: • Act as the point of contact for lease renewals, building insurance, and any RFP (Request for Proposals) processes related to the Boston office. • Communicate with Senior Management regarding the status of leases, insurance renewals, and any required procurement processes. Compliance and Reporting: • Ensure the office remains compliant with health, safety, and security standards. • Maintain records of inspections, lease agreements, and insurance documents, reporting any issues to senior management in a timely manner.
Qualifications: • Bachelor’s degree in Human Resources, Business Administration, or related field. • 3+ years of experience in HR or office management roles. • Strong knowledge of HR principles, employment law, and best practices. • Proven experience in full-cycle recruitment, employee relations, and benefits administration. • Strong organizational and project management skills with attention to detail. • Excellent verbal and written communication skills. • Ability to manage multiple tasks, prioritize effectively, and work with cross-functional teams. • Proficiency in MS Office Suite (Word, Excel, PowerPoint) and HRIS systems. • Experience in budget management and vendor coordination preferred.
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This position offers a unique opportunity for a dynamic professional to combine HR expertise with facility management responsibilities. If you are passionate about HR and thrive in a multifaceted role, we encourage you to apply! Key Responsibilities
Legal Department Support: • Support the Legal Department in corporate secretarial and administrative matters, including management of outside vendor for corporate compliance matters, invoices for legal vendors, etc. • Arrange and coordinate all aspects of Board meetings. • Ensure all logistical aspects of meetings are handled, including catering, room setup, and technology needs. • Maintain corporate minute books, including drafting minutes from board meetings.
Administrative Support: • Provide administrative support to the HR and Legal departments, including document preparation, filing, and data entry. • Assist with compliance tracking and reporting for HR and legal matters.
HR Generalist Responsibilities: • Working with the Corporate Recruiter, assist in full-cycle recruitment activities, including job postings, candidate screening, interviewing, and coordinating offers and onboarding processes. • Implements new hire orientation and employee recognition programs. • Performs routine tasks required to administer and execute human resource programs including but not limited to compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development. • Refers employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff. • Performs administrative and recordkeeping tasks related to staffing changes, which may include layoffs, resignations, terminations, and extended leaves of absence. • Assists with the administration of employee benefits, which may include collecting and submitting employee information and notice of change in status to health, dental, life, disability, and other insurance carriers or insurance brokers. • Plans and supports company-wide information meetings such as open enrollment, new hire orientation, and meetings to announce or discuss changes in retirement or benefits plans. • Conducts or assists with record audits and mandatory reports, which may include I-9 audits, EEO-1 filings, payroll audits, and other compliance reviews. • Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance. • Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.
Internal Communications: • Collaborate with the Communications department to distribute, and manage internal communications, ensuring company-wide information is accurate and timely. • Assist in the organization and delivery of employee engagement events and other initiatives. Facility Management: • Oversee the Boston facility’s day-to-day operations, including office space management, maintenance, and cleanliness. • Manage the budget for the office, including the purchasing of office furniture, fixtures, and supplies. • Serve as the primary contact for plant maintenance and external building management for inspections, security, and facility-related issues. • Notify employees of facility-related updates, such as building closures, security procedures, and maintenance schedules.
Budget and Office Supplies: • Monitor and manage the office budget, ensuring expenditures are aligned with financial targets. • Oversee inventory and procurement of office supplies and materials to ensure smooth daily operations. Lease, Insurance, and RFP Management: • Act as the point of contact for lease renewals, building insurance, and any RFP (Request for Proposals) processes related to the Boston office. • Communicate with Senior Management regarding the status of leases, insurance renewals, and any required procurement processes. Compliance and Reporting: • Ensure the office remains compliant with health, safety, and security standards. • Maintain records of inspections, lease agreements, and insurance documents, reporting any issues to senior management in a timely manner.
Qualifications: • Bachelor’s degree in Human Resources, Business Administration, or related field. • 3+ years of experience in HR or office management roles. • Strong knowledge of HR principles, employment law, and best practices. • Proven experience in full-cycle recruitment, employee relations, and benefits administration. • Strong organizational and project management skills with attention to detail. • Excellent verbal and written communication skills. • Ability to manage multiple tasks, prioritize effectively, and work with cross-functional teams. • Proficiency in MS Office Suite (Word, Excel, PowerPoint) and HRIS systems. • Experience in budget management and vendor coordination preferred.
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