Office Administrator

Overview

Currently seeking an Office Admin to support Mauzy Cooling, Heating, Plumbing & Electrical in Escondido, CA. You will be a critical team member and key partner between onsite operations, management and employee services.  

The Office Admin is responsible for ensuring the smooth operation of the office by managing administrative tasks, onboarding new hires, conducting orientation, handling site-level payroll duties, managing employee files, as well as supporting the overall company initiatives through direct and indirect customer service and employee relations.   

Duties/Responsibilities: 

Onboarding and Orientation: 

• Pair with the regional HRBP to coordinate and facilitate the onboarding process for new hires. 

• Conduct orientation sessions to introduce new employees to company policies, procedures, and workplace culture. 

• Ensure all necessary paperwork is completed and filed in compliance with state and federal regulations. 

• Complete form I-9 documents and ADP system onboarding for new hires.  

Payroll: 

•  Oversee site-level payroll activities, including the calculation of commissions, bonuses, and piece pay. 

• Ensure accurate and timely payroll processing in accordance with California wage and hour laws. 

• Maintain payroll records and respond to payroll-related inquiries. 

• Ensure final pay and separation compliance for all exiting employees through completion of offboarding checklist and coordinating with regional team members for timely and accurate distribution of separation paperwork and final pay.  

Employee File Management: 

• Maintain and update employee files, ensuring confidentiality and compliance with legal requirements. 

• Monitor and manage employee records, including performance evaluations, training records, and disciplinary actions. 

• Ensure all documentation is accurately filed and easily accessible for audits or reviews. 

Compliance and Best Practices: 

• Stay up to date with California labor laws and ensure all office practices comply with state and federal regulations. 

• Implement and enforce company policies and procedures. 

• Provide guidance and support to staff on compliance-related matters. 

• Provide administrative & operational support to the departments as needed 

Experience/Qualifications: 

• Minimum of 3-5 years of experience in office management or a similar role 

• Strong knowledge of California labor laws and payroll regulations. 

• Excellent organizational and multitasking skills. 

• Proficiency in office software (e.g., MS Office Suite, ADP payroll systems). 

• Strong communication and interpersonal skills. 

• Ability to handle sensitive information with discretion and maintain confidentiality. 

What We Offer:

• Industry Leading Benefits Package 

• Medical, Dental, Vision 

• Employee Discounts 

• Career growth opportunity 

• Paid Holidays, PTO, Sick Pay available based on position and 

• 401(k), IRA 

Pay Transparency:    

The starting rate for this opportunity ranges from 20-24/hr. The actual base pay is dependent upon many factors, such as training, transferable skills, work experience, business needs, and market demands. Other rewards may include incentive plan opportunities and annual bonus eligibility. We provide a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays, and paid time off (PTO). A candidate’s salary history will not be used in compensation decisions. Please note that the compensation information is a good faith estimate for this position. It assumes a rate based on location and experience.  

Physical Demands: 

• Stand/Sit: Must be able to remain in stationary position 50% of the time. 

• May be required to bend, climb (Stairs/Ladders), do repetitive motion, kneel, reach, squat, stand, crawl, walk, and run 

• May be required to drive and sit for long periods of time 

• Must be able to maneuver up to 25 lb. by lifting, carrying, pushing or pulling. 

• May be required to work in outdoor weather conditions. 

We are an Equal Opportunity Employer. We provide equal employment opportunities to everyone regardless of their race, ethnicity, beliefs, religion, marital status, gender, gender identity, citizenship status, age, veteran status, or disability.