HR/Business Administration Specialist

Position Summary:

The HR / Business Administration Specialist reports to the Director of Finance and Administration and is responsible for ensuring all key operations in human resources, finance, legal and other business administration activities run smoothly. Under the direct supervision of the Director of Finance and Administration, the Business Administration Specialist supports a high-performance team culture through the full employee life cycle, including talent acquisition, onboarding, payroll and benefits in a remote-first operation that ensures a high degree of staff satisfaction and engagement.

Key Accountabilities:

Human Resources Administration

• Serve as the Primary Administrator for bi-weekly payroll and all benefits
• Administer recruiting activities, coordinating with external recruiters as needed
• Manage onboarding and offboarding all employees
  • Coordinate with internal IT and external IT contractors
  • Ensure all compliance with outside vendors and organization is completed
  • Complete checklists
• Manage staff training and professional development administration activities
• Administer performance management and quarterly conversation activities
• Identify and assist the timely resolution of people-related and performance issues.
• Plan and manage weekly all staff meetings
• Create and manage employee recognition and engagement activities in a fully remote environment.
• Maintain up to date organizational and accountability charts, and position descriptions
• Maintain monthly people operations scorecard and metrics;
• Draft, administer and analyze employee surveys on a quarterly and annual basis and develop improvement plans as needed.
• Assist in developing regular employee communications (newsletters, State of the Quarter, etc).

• Support the annual business planning process to advance Aquifer's vision and achieve mission-based and financial objectives, championing a staff perspective.
• Support development and maintenance of core processes documentation.
• Partner with the Strategic Assistant to the CEO to support business-related activities, including Board meetings, leadership and management retreat facilitation and special and/or cross-functional projects.
• Assess inquiries and concerns directed at the Director of Finance and Administration, including those of a sensitive and confidential nature; determine proper course of action, including resolution, referral, or delegation.
• Support business administration tasks such as subscription agreements review and subscription invoicing support, mail and delivery needs for a remote organization, and event materials shipping management as requested.

• Excitement about and commitment to Aquifer's mission, vision and values.
• Demonstrated success in providing effective staff support in a remote first organization.
• Demonstrated success in managing HR, payroll and benefits in a remote first organization.
• Demonstrated success in supporting finance and contracting in a SaaS organization.
• Demonstrated discretion, judgment, and ability to leverage knowledge of the organization to facilitate the CEO and Director of Finance and Administration's activities, calendar and travel and maintain confidentiality.
• Demonstrated ability and desire to support a high-performance team culture.

• Bachelors in a related field with relevant experience required.
• HR certification preferred (SHRM or comparable)
• Expert level skills in Google Suite, Microsoft Office, Zoom and enterprise software platforms (BambooHR, NetSuite, Hubspot preferred).
• Proven ability to lead and thrive in a remote-first work environment
• Astute attention to detail, consistency, and accuracy.
• Excellent written and verbal professional communication including the ability to handle sensitive human resources and other confidential matters.
• Ability to weigh competing priorities, manage tradeoffs and evaluate opportunistic new ideas with stakeholders, driving to consensus while maintaining a clear focus on overarching business priorities.
• The ability to set and execute on a plan with practicality to drive results