Job Posting: HR / Office Manager
Company: Pro-Serv Food Equipment
Location: New Bern NC
Type: Full-Time
Reports To: Ownership / Finance
ROLE PURPOSE
The HR / Office Manager is responsible for keeping the people-side of Pro-Serv running smoothly, legally, and professionally.
This role ensures:
Legal and labor compliance
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Accurate employee records
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Efficient hiring and onboarding
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Payroll and benefits coordination
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Safety, certification, and licensing tracking
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Office administrative support
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This role does not run operations — it supports the people who do.
Strong organization, follow-through, confidentiality, and documentation are non-negotiable.
KEY RESPONSIBILITIES
Human Resources & Compliance
Maintain complete and accurate employee personnel files (digital and physical)
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Ensure compliance with labor laws, OSHA requirements, and company policies
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Track certifications, licenses, training, and expiration dates
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Document disciplinary actions, performance notes, and safety incidents
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Maintain employee handbook acknowledgments and policy updates
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Rule: If it’s not documented, it didn’t happen.
Hiring & Onboarding
Coordinate with Branch Managers on staffing needs
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Post and manage job openings
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Screen resumes and conduct phone screens
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Schedule interviews
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Coordinate background checks, drug screens, and license verification
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Prepare offer letters and new hire paperwork
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Set up first-day onboarding (systems access, uniforms, training schedules)
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Payroll & Benefits Coordination
Review and verify timecards
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Monitor PTO balances and accruals
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Coordinate payroll data with Finance
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Handle benefit enrollments, changes, and employee questions
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Track and assist with workers’ compensation claims
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Assist with payroll audits and corrections
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Office Administration
Manage office supply inventory and ordering
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Handle vendor paperwork and administrative requests
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Answer incoming administrative calls and emails
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Assist with meeting preparation and company events
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Maintain organized office systems and files
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DAILY TASKS
Employee & Office
Check HR and admin email inbox
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Respond to PTO and time-off requests
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Update employee records and files
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Monitor clock-ins and time discrepancies
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Check office supplies
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Answer incoming administrative calls
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Payroll / Benefits
Review timecard issues
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Track workers’ compensation activity (if applicable)
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Respond to benefit-related questions
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Compliance / Documentation
File disciplinary and performance notes
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Update certification tracker
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Log safety incidents
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WEEKLY TASKS
Hiring / Staffing
Review open positions
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Schedule interviews
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Coordinate background checks and drug screens
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Employee Records
Audit personnel files
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Verify licenses and certifications
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Update employee contact information
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Payroll / Benefits
Verify payroll data with Finance
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Update PTO balances
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Process insurance enrollments or changes
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Office Administration
Reorder office supplies
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Process vendor paperwork
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Prepare for meetings
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MONTHLY TASKS
Compliance & Legal
Review OSHA documentation
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Update policies and handbook materials
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Review workers’ compensation activity
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Verify required labor law postings
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Employee Management
Audit certification expirations
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Update training records
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Review performance documentation
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Finance Coordination
Review benefits invoices
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Conduct payroll audits
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Audit PTO accruals
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QUALIFICATIONS
3+ years experience in HR, Office Management, or Administrative Management
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Strong knowledge of HR compliance and employment documentation
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Experience with payroll coordination and benefits administration
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High attention to detail and organization
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Ability to handle confidential information professionally
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Strong communication and follow-through
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Comfortable working in a fast-paced, blue-collar service environment
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WHAT SUCCESS LOOKS LIKE
Employee files are always complete and audit-ready
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Hiring is organized, compliant, and efficient
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Payroll errors are minimal to none
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Certifications and licenses never expire unnoticed
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Office operations run smoothly without bottlenecks
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Leadership can trust that HR documentation is accurate and up-to-date
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WHY PRO-SERV
Pro-Serv Food Equipment is a fast-growing, family-owned commercial service company that values:
Accountability
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Structure
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High standards
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Taking care of our people
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If you are organized, proactive, and take pride in running a tight ship — this role is for you.
