Director of Administration

Description

 A Strategic Growth opportunity-SMART Safety Group is seeking a Director of Administration with Operational Excellence.

The Mission: SMART Safety Group is looking for the Director of Administration who oversees the company’s human resources coordination and core administrative operations. The role is the primary internal point of contact for HR matters and partners with the company’s external HR provider to support employee relations, policy administration, compliance, and consistent HR practices. The Director also oversees key accounting-administration processes, office operations, vendors, and systems to promote an efficient, well-organized, and compliant workplace. 

Your Primary Impact:

Human Resources Leadership

· Serve as the primary internal contact for employee HR questions and coordinate with the external HR provider on employee relations, policy interpretation, compliance matters, and HR initiatives.

· Oversee employee onboarding and offboarding, personnel file maintenance, required notices and documentation, and accurate, confidential employee records.

· Coordinate administration of leave and PTO requests, tuition and training reimbursement, and other employee programs in accordance with company policy and applicable requirements.

· Maintain, update, and communicate employee policies and procedures; help ensure consistent implementation and escalate complex or sensitive matters to the HR provider and CEO as appropriate.

· Coordinate HR systems, employee documentation, training, and related administrative processes; identify gaps and implement improvements.

Accounting and Financial Administration

· Oversee key administrative accounting processes, including accounts payable approvals, company credit-card reporting, vendor setup, timekeeping administration, and selected billing reviews.

· Work with the Accounting Manager to resolve discrepancies, strengthen controls, and maintain accurate and timely processes.

Office and Business Operations

· Oversee administrative staff, workflow, and cross-department communication; establish clear responsibilities, follow-up practices, and accountability.

· Manage service contracts, vendor relationships, insurance-renewal administration, and coordination of administrative IT and technology needs.

· Coordinate company events and special projects, and maintain efficient systems for tracking information, equipment, and administrative requests.

· Support compliance-related administrative processes, including employee records, contract documentation, and collections support as assigned.

Team Leadership and Continuous Improvement

· Develop and document practical procedures, identify operational and compliance risks, and recommend improvements to the CEO.

Train, coach, and delegate responsibilities to administrative team members to build capability, continuity, and accountability. 

  Initial Performance Priorities

· First 30 days: Review current HR and administrative processes, identify urgent compliance or workflow gaps, and present priorities to the CEO.

· First 60 days: Begin implementing improvements to HR coordination, employee records, policies, and administrative procedures; clarify responsibilities with the external HR provider and internal team.

· First 90 days: Implement priority procedures, establish reliable follow-up and accountability, and delegate recurring administrative tasks with appropriate oversight.

Why Lead at SMART Safety?

• This isn't a "maintenance" role. You will work side-by-side with executive leadership to shape the future of the company. If you are a leader who enjoys the challenge of building world-class administrative systems, we want to talk.
• Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Tuition reimbursement
• Vision insurance

SMART Safety Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the California Fair Chance Act and the San Diego Fair Chance Ordinance.

Requirements

The Candidate We’re Seeking:

· Experience in HR administration, employee support, and general administrative or office management; supervisory or leadership experience preferred.

· Working knowledge of HR policies, personnel documentation, confidentiality, and employment compliance, particularly in California; ability to partner effectively with an external HR professional on complex matters.

· Strong organization, communication, judgment, problem-solving, and project-management skills.

· Comfort with HRIS, payroll/timekeeping, office productivity, and other administrative systems.

· Ability to manage competing priorities, improve processes, develop staff, and handle sensitive information with discretion.