Director of Administration & HR

As Director of Administration and HR, you will be the stabilizing force that brings clarity, structure, and consistency to a growing organization. This role is built for a disciplined, process-driven leader who takes pride in creating order, maintaining compliance, and ensuring people and systems operate with precision. You will own the administrative and HR infrastructure that supports leadership alignment, protects the business, and sustains a values-driven culture. Success comes from setting clear expectations, documenting what matters, and holding teams accountable to proven standards. If you thrive in environments where accuracy, follow-through, and operational integrity define excellence, this role offers the authority and trust to build systems that last.

The Mailworks is a woman-owned, family-run business specializing in results-driven direct mail campaigns for a nationwide client base. With 40+ years of experience and over 90 professionals across strategy, design, production and technology, we combine deep industry knowledge with modern tools to help businesses grow. We produce and deliver 96M+ pieces annually from our in-house facility and are transforming the direct mail space through innovation, service, and our proprietary software platforms.

Supervisory Responsibilities: Yes

Duties:

LMA – Lead, Manage, hold people Accountable

• Collaborates with the Executive Leadership team to develop company goals and ensure alignment across all departments.
• Provides clear direction, coaching, and accountability to direct reports, fostering a culture of ownership, continuous improvement, and alignment with departmental and company-wide goals.
• Hosts weekly Administrative L10 meetings with direct reports to ensure accountability, transparency, and progress tracking.
• Works with the CEO to schedule, plan, and execute quarterly and annual Leadership L10 meetings, including booking venues, coordinating travel, and managing meeting logistics.
• Participates in weekly Leadership L10 meetings and completes assigned Rocks and to-dos that support company-wide objectives.
• Monitors, tracks, and ensures the timely completion of all Quarterly Conversations (admin staff) and Annual Reviews (production) across all departments, holding managers accountable for execution and consistency.
• Maintains up-to-date documentation in the Employee Performance Log for performance coaching, recognition, and accountability.
• Drives seamless collaboration across administrative, production, and executive departments to ensure company-wide alignment and execution

COMPLIANCE AND BENEFIT ADMINISTRATOR

• Collaborates with the Director of Security and IT to ensure all administrative and HR-related policies and procedures align with SOC2 and HIPAA requirements.
• Collaborate with the VP of Development and Director of IT/Security to proactively contribute to audit preparation, internal documentation, employee training, and policy enforcement efforts to support organization-wide compliance goals.
• Oversees the full lifecycle of legal documents, including NDAs, vendor contracts, and employment agreements. Reviews documents directly or routes them to the appropriate internal stakeholders (e.g., CSO) based on subject matter, ensuring timely execution and compliance with legal and internal standards.
• Maintains a centralized and organized system for legal documents in The Mailworks Process Library, including processes for tracking renewal dates and key terms. Ensures any contract-driven changes are implemented through the correct channels and communicated effectively to all impacted teams.
• Ensures completion of required compliance training, including NYS Harassment Prevention, and tracks organization-wide adherence to regulatory timelines.
• Serves as primary liaison for external labor related legal counsel and benefit providers to address contractual and compliance-related matters efficiently.
• Coordinates and schedules employee benefit meetings, including retirement and insurance sessions, to ensure awareness and accessibility.
• Partners with the CSO and Controller to evaluate, negotiate, and implement benefit plans that are cost-effective, compliant, and meet employee needs.

HUMAN RESOURCES

• Leads company-wide talent lifecycle including recruiting, onboarding, training, development, and performance reviews.
• Personally handles recruitment for senior and executive positions to ensure alignment with company vision and culture.
• Partners with Leadership to forecast staffing needs and build workforce plans that support company growth and operational needs.
• Coaches HR team and other managers on full-cycle hiring processes, ensuring consistent candidate experience and adherence to process.
• Drives inclusion efforts and ensures a respectful, engaging work environment that supports retention and morale.
• Leads conflict resolution and disciplinary actions, collaborating with department managers to ensure fair and legal outcomes.
• Ensures enforcement of all HR policies and labor law requirements, including proper documentation of coaching, corrective actions, and terminations to protect the company from liability.
• Investigates complaints and sensitive issues with professionalism and discretion, ensuring a complete, documented, and compliant process in line with the HR Process Manual.
• Oversees execution of internal culture-building events that align with company values and employee engagement goals.

ADMINISTRATIVE

• Assumes full ownership of the HR & Administrative Process Manual, including version control, updates, and team training.
• Maintains and organizes the company’s Process Library in Asana and Google Drive, ensuring documentation is accurate and accessible.
• Collaborates with the Marketing Department to communicate internal initiatives and promote employee achievements.
• Develops, refines, and documents administrative workflows that improve operational efficiency and support company growth.
• Partners with the CEO to prepare and present materials for All Hands and other company-wide presentations.
• Collaborates with the L10 team to plan and execute company events—including happy hours, holiday parties, and team lunches—and manages conference room logistics for external meetings, ensuring hospitality needs such as food and refreshments are met.

FACILITIES & BUILDING OVERSIGHT

• Oversees all non-production building and facility needs to ensure a safe, functional, and well-maintained work environment.
• Serves as the point of coordination for building-related maintenance, repairs, and improvement requests occurring outside of the production floor.
• Partners closely with the Plant Engineer to align on scope, priority, and timing of facility-related work.
• Coordinates and manages third-party vendors (e.g., HVAC, cleaning, snow removal, landscaping, security, general contractors) including scheduling, access, oversight, and follow-up.
• Ensures vendors meet service expectations, safety requirements, and contractual obligations; escalates issues as needed.
• Tracks building maintenance requests, work orders, and recurring service schedules to ensure timely completion and proper documentation.
• Maintains documentation related to building systems, warranties, service contracts, and vendor agreements within the Process Library.
• Collaborates with leadership to proactively identify facility needs, improvements, or risks and recommends solutions before issues escalate.
• Ensures all non-production areas remain compliant with safety, cleanliness, and operational standards aligned with company policies.
• Coordination of management of the Fire Drill and Safety Policy

Required Skills/Abilities:

• Holds active SHRM-CP or SHRM-SCP certification, reflecting expert-level knowledge in HR strategy and compliance.
• Proven ability to mentor and lead high-performing teams while holding them accountable to results and process.
• Strong communication skills with a professional, direct tone—capable of delivering clear feedback at all levels.
• Extremely organized with the ability to manage complex, multi-departmental projects and competing deadlines.
• Deep working knowledge of labor law, FMLA, PFL, benefits administration, and compliance standards.
• Technically proficient in Google Suite, Asana, with a strong ability to learn new tools.
• Highly accountable and process-oriented, consistently modeling adherence to SOPs and company policy.
• Committed to fostering an inclusive and respectful workplace that aligns with company core values.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to talk or hear . The employee frequently is required to sit; walk; use hands to finger, handle or feel; and reach with hands and arms.

Success Indicators

• Delivers administrative and HR strategies that align with and support company goals.
• Builds efficient, repeatable administrative processes that reduce overhead and support growth.
• Oversees HR systems and practices that produce low turnover, high engagement, and strong onboarding success.
• Maintains a culture true to The Mailworks core values by way of LMA across all departments through management support.
• Maintains company-wide compliance with HIPAA, SOC2, and all labor regulations, with documentation audit-ready.
• Anticipates and effectively resolves HR escalations and crises, minimizing business disruption.
• Maintains accountability and consistency in all administrative documentation, systems, and SOPs.

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.