HR-Office Administrator at OPTO International Inc – Wood Dale, Illinois

About OPTO

OPTO designs and manufactures retail fixtures for domestic and international markets. We are a design-led company driven by innovation, a passion for helping our clients succeed, and communication. Our team applies creative thinking across customer proposals, product development, and operations to deliver tailored retail solutions. The excitement, innovation, and passion from all of our team members allows us to curate the best solutions for any retail environment.

With in-house engineering and a responsive, collaborative culture, we adapt quickly to customer needs and provide industry-leading speed and reliability, earning long-term partnerships through performance and trust.

What we are looking for

The HR Office Administrator provides administrative support to the Human Resources department while also assisting with front desk operations. This 3-month contract position supports onboarding activities, benefits enrollment, HR system troubleshooting, employee records management, and general office coordination. The role also serves as a first point of contact for employees and visitors, helping route calls and inquiries appropriately.

Key Responsibilities

Onboarding

Coordinate onboarding activities for new hires, including preparation and collection of required documentation.

Track completion of onboarding tasks and ensure forms are submitted and processed in a timely manner.

Manage employment eligibility documentation, including I-9 forms and Employment Authorization Document (EAD) updates.

Benefits Enrollment

Assist employees with benefits enrollment and respond to general benefits-related questions.

Monitor enrollment deadlines and support timely completion of required documentation.

Employee Support

Provide first-level support for employee questions related to HR processes and systems.

Assist employees with troubleshooting within the ADP system, including employee self-service access.

Maintain accurate and confidential employee records in accordance with company policies.

Issue and track employee badges and parking passes.

Front Desk & Administrative Support

Provide front desk coverage, greeting visitors and routing calls to the appropriate departments.

Manage the HR attendance line and direct messages to supervisors or HR as needed.

Assist with translating internal documents and communications for other departments as needed.

Provide general administrative support to the HR team, including document preparation, filing, and responding to employee inquiries.

Receive requests, track, and maintain inventory of company t-shirts.

Order and restock coffee and kitchen supplies and assist with maintaining coffee machines.

Coordinate and order lunches for executive meetings and team meetings as needed.

Skills & Qualifications

1–3 years of administrative, HR support, or office coordination experience.

Experience with HRIS systems; familiarity with ADP preferred.

Strong organizational and customer service skills.

Ability to maintain confidentiality and handle sensitive information.

Bilingual communication skills

Preferred Skills & Experience

Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field, or HR certification preferred (e.g., SHRM-CP, SHRM-SCP, or PHR).

Work Environment and Physical Requirements

This position is based in an office environment. The role involves sitting and standing at a desk, frequent in-person and phone communication, and the regular use of standard office equipment, including phones and computers.

Accessibility Accommodation Statement

OPTO is committed to providing qualified individuals with disabilities reasonable accommodations to perform the essential functions of their jobs. If you (or another applicant you know) require assistance accessing or reading this job posting or need accommodations during the application process, please contact careers@optosystem.com. OPTO will provide reasonable accommodations to ensure equal access to the application process in accordance with applicable state and federal law.

Equal Employment Opportunity Policy

OPTO is an equal opportunity employer. OPTO prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.