HR Assistant / Office Manager in Rochester, New York at XLI Manufacturing LLC

HR Assistant / Office Manager

Company: XLI Manufacturing, LLC
Location: Rochester, NY
Department: Human Resources / Administration
Reports To: HR Manager
Employment Type: Full-Time, Non-Exempt

Position Summary

XLI Manufacturing, LLC is seeking a highly organized, dependable, and people-oriented HR Assistant / Office Manager to support the day-to-day operations of our Human Resources and administrative functions.

This position is an important member of the administrative team and will serve as a key point of contact for employees, applicants, visitors, vendors, and company leadership. The ideal candidate is someone who enjoys a fast-paced manufacturing environment, takes ownership of their work, maintains confidentiality, and can effectively balance multiple priorities.

The HR Assistant / Office Manager will provide support across employee administration, recruiting and onboarding, payroll and timekeeping, benefits, employee communications, office management, and general administrative functions.

Essential Responsibilities

Human Resources

• Provide day-to-day administrative support to the HR Manager.
• Maintain accurate and confidential employee personnel files and records.
• Assist with new hire paperwork, onboarding, orientation, and employee communications.
• Coordinate pre-employment requirements, including background checks, employment eligibility documentation, and drug testing when applicable.
• Maintain employee information in HRIS, payroll, and other company systems.
• Assist with employee status changes, promotions, transfers, pay changes, and terminations.
• Track employee attendance, leave, disciplinary documentation, and other employment-related records.
• Assist with administration of company benefits, including medical, dental, vision, disability, life insurance, 401(k), and other benefit programs.
• Serve as a resource to employees regarding routine HR questions and direct more complex issues to the HR Manager.
• Assist with employee engagement activities, company events, recognition programs, and internal communications.
• Maintain required HR compliance records and assist with audits and reporting.
• Help coordinate employee training, including safety, compliance, and other company-required training.
• Assist with performance review and other employee development processes.

Recruiting & Onboarding

• Assist with posting open positions and maintaining job postings.
• Review applications and resumes and coordinate candidate interviews.
• Communicate with candidates throughout the recruiting process.
• Schedule interviews and coordinate candidate visits.
• Prepare offer letters, new hire paperwork, and onboarding materials.
• Coordinate new employee orientation and ensure required documentation and training are completed.
• Maintain accurate recruiting and onboarding records.

Payroll & Timekeeping Support

• Assist with weekly payroll preparation and processing.
• Review employee timecards for accuracy and completeness.
• Follow up with supervisors and employees regarding missing or incorrect time entries.
• Assist with payroll changes, deductions, garnishments, tax forms, direct deposit changes, and other payroll-related administration.
• Maintain accurate payroll and timekeeping records.
• Assist the HR Manager with payroll-related reporting and reconciliation.

Office Management

• Oversee the day-to-day operation of the front office and administrative areas.
• Serve as a welcoming and professional first point of contact for visitors, applicants, employees, and vendors.
• Answer and direct incoming phone calls and manage general inquiries.
• Manage incoming and outgoing mail, packages, and deliveries.
• Order and maintain office supplies and administrative materials.
• Coordinate office vendors and service providers as needed.
• Maintain office organization and ensure common administrative areas are professional and well maintained.
• Assist with company events, meetings, employee communications, and special projects.
• Provide administrative support to company leadership and other departments as needed.

Safety & Compliance Support

• Assist with maintaining employee safety and training records.
• Support required safety training documentation and tracking.
• Assist with workers' compensation administration and related documentation.
• Maintain confidentiality of employee, payroll, benefits, and other sensitive company information.
• Assist with compliance-related projects and reporting as directed by the HR Manager.

Qualifications

• 2+ years of experience in Human Resources, office administration, payroll, or a related field preferred.
• Prior experience in a manufacturing or industrial environment is strongly preferred.
• High school diploma or equivalent required; additional education in Human Resources, Business Administration, or a related field is a plus.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with an HRIS, payroll, or timekeeping system preferred.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Professional, approachable, and service-oriented demeanor.

Key Attributes

The successful candidate will be:

• Highly organized and able to keep multiple administrative processes moving simultaneously.
• Detail-oriented, particularly when handling payroll, employee records, and compliance documentation.
• Approachable and trustworthy, with the ability to work comfortably with employees at all levels of the organization.
• Proactive, identifying what needs to be done rather than waiting to be directed.
• Discreet and confidential when handling sensitive employee and company information.
• Flexible and adaptable, with a willingness to jump in wherever needed.
• Professional and dependable, with strong follow-through and accountability.
• Comfortable in a manufacturing environment and willing to interact regularly with both office and production employees.

Physical & Work Environment

• Primarily office-based position within a manufacturing facility.
• Regular interaction with employees and visitors throughout the facility.
• Ability to occasionally walk through the manufacturing floor and navigate a manufacturing environment safely.
• May occasionally be required to lift or move office materials and supplies up to 25 pounds.
• Must comply with all applicable company safety policies and PPE requirements when entering production areas.

Compensation & Benefits

XLI Manufacturing offers a competitive compensation and benefits package, including:

• Competitive hourly compensation
• Medical, dental, and vision insurance
• Company-paid and/or supplemental life insurance
• Short-term and long-term disability benefits
• 401(k) retirement plan with company match eligibility
• Paid time off
• Paid holidays
• Employee assistance and wellness programs
• Opportunities for professional development and advancement

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person