Office Administrator at Heuser & Heuser, LLP – Colorado Springs, Colorado

The Office Administrator is the administrative backbone of Heuser & Heuser, LLP. This role keeps the firm organized and running smoothly by handling the day-to-day administrative and HR functions that ownership depends on to operate effectively across both the Colorado Springs and Pueblo offices.

This is not a typical HR or administrative role. The Firm Administrator operates inside a firm with a defined culture and clear values. That culture is patriotic, merit-based, and focused on results.

The Office Administrator implements and executes the direction set by the Managing Partners. This role is not responsible for setting strategy, managing firm finances, or driving independent operational initiatives.

It is responsible for executing the ownership's vision with accuracy, consistency, and follow-through, and for ensuring that the people side of the firm is properly administered, documented, and reported.

The person in this role executes the owner's direction professionally and without agenda, regardless of personal views on politics, social issues, or workplace trends that conflict with firm values.

Beyond that: the right person follows through completely, communicates clearly, and doesn't let things fall through the cracks. They take priorities seriously, keep accurate records, and surface problems early. They are professional with staff, calm under pressure, and dependable.

You will have direct access to ownership, a supportive team, and the tools to do the job well.

$70,000 - $85,000 yearly

HR Administration & Compliance

• Administer HR functions in compliance with Colorado and federal employment law, including wage and hour requirements, leave laws, anti-discrimination statutes, and workplace posting obligations.
• Maintain accurate, current personnel files for all employees across both office locations.
• Own HR recordkeeping: document employee relations issues, disciplinary actions, accommodation requests, and any other matters requiring a written record.
• Maintain and update the employee handbook and HR policies on an annual basis or as required by changes in law; coordinate review with employment counsel as directed by ownership.
• Recognize the limits of the role: employee relations matters involving potential legal exposure, discrimination claims, harassment allegations, wage disputes, or termination risk must be escalated promptly to the firm's retained HR consultant or outside employment counsel. Do not attempt to resolve these independently.
• Coordinate with the firm's retained HR consultant and outside employment counsel on escalated matters as directed by ownership.
• Stay current on Colorado employment law, including updates to CADA, COMPS Order, Colorado HELP rules, FAMLI, and related statutes, and proactively flag any changes that may require updates to firm policy, the employee handbook, or current practices. Ownership and legal counsel make final decisions on how to respond; this role is responsible for ensuring those changes are not missed.

Hiring & Onboarding

• Manage the administrative side of the hiring process for all firm roles: post positions, collect and organize applications, and conduct initial candidate screening based on parameters set by ownership and firm leadership.
• Hiring decisions for all roles are made by firm leadership. The Firm Administrator moves candidates through the process, ensures timely communication, and keeps ownership informed. Selection and final offers are not within this role's authority.
• Research and present pay scale data for open and existing positions to assist ownership in making compensation decisions.
• Coordinate new hire setup across departments: workspace, system access, equipment, and introductions.

Terminations & Separations

• Lead employee termination meetings as directed by ownership; ensure the process is handled professionally, consistently, and with proper documentation.
• Process offboarding tasks: system access removal, equipment return, final pay coordination, and benefits termination in accordance with applicable law.

Performance Reviews & Raises

• Compile and organize review documentation; coordinate the review workflow between staff, managers, and ownership.
• Maintain records of performance review outcomes, raise approvals, and compensation adjustments as directed by ownership.
• Assist ownership with org chart development and updates as the firm's structure evolves.

Employee Relations & Complaint Reporting

• Assist in resolving day-to-day conflicts between staff or departments when appropriate and as directed; escalate unresolved or significant matters to ownership.
• Serve as a consistent, accessible point of contact for staff on HR-related questions and administrative matters.
• Maintain a documented record of all employee complaints, the steps taken, and the resolution or escalation outcome.

Benefits, Payroll & Time Management

• Administer benefits enrollment, changes, and terminations; serve as the primary liaison between employees and benefits providers.
• Resolve employee benefits questions and issues; escalate vendor or plan-level problems to ownership.
• Oversee the firm's HR and timekeeping software; ensure accurate data entry and system maintenance.
• Review and process time cards; coordinate payroll submission with the firm's payroll provider and flag discrepancies to ownership.
• Manage PTO scheduling: track requests, maintain a current PTO calendar, and flag conflicts or coverage gaps to ownership.

Administrative Support & Coordination

• Schedule and coordinate meetings with physicians, providers, vendors, and other external parties as directed by attorneys and ownership.
• Coordinate with the facilities manager on office-related needs, repairs, and maintenance requests.
• Assist with organizing firm culture events, team gatherings, and networking events: venue coordination, logistics, invitations, and follow-through. Heuser & Heuser is a patriotic, veteran-owned firm. Culture initiatives frequently reflect that identity and may include events honoring military service, veterans, and national holidays. Comfort with and genuine appreciation for that culture is expected.

• 2+ years of HR administration, office management, military leadership, or firm administration.
• Working knowledge of Colorado and federal employment law: wage and hour, FMLA, ADA, CADA, and related requirements. Or the ability to gain working competency in these areas quickly.
• Experience managing administrative records, personnel files, and documentation to a professional standard.
• Strong written communication skills; capable of producing clear, organized reports for firm leadership.
• Organized and detail-oriented; reliable with deadlines and follow-through.
• Ability to learn and navigate HR software, timekeeping platforms, and standard office technology.

Heuser & Heuser is a veteran-owned personal injury firm that has served Southern Colorado for decades.

We offer health benefits, paid time off, training opportunities, and an environment built on mutual respect.