Manager, Administration & Human Resources
Position Description for Ascot Homes and affiliated companies
Reports To
Chief Financial Officer
Employment Type
Full-time
Primary Functions
Human resources administration, office operations, facilities, fleet, IT coordination, security, and administrative services
FLSA Status
To be determined by management based on final duties and compensation structure
Position Summary
The Manager, Administration & Human Resources is responsible for the efficient administration of Ascot Homes and affiliated companies. This position oversees human resources administration, office operations, facilities, fleet management, information technology coordination, corporate security, and general administrative services.
The role serves as the primary point of contact for employees regarding administrative and HR matters while supporting the leadership team in maintaining a productive, compliant, safe, and employee-focused work environment.
Key ResponsibilitiesHuman Resources Administration
· Coordinate recruitment activities including job postings, applicant screening, interview scheduling, and background checks.
· Manage employee onboarding, orientation, and offboarding processes.
· Maintain personnel files, employment records, and employee information with appropriate confidentiality.
· Administer employee benefits, enrollment, changes, and annual renewals in coordination with management and providers.
· Track employee leave, PTO, attendance records, and related documentation.
· Coordinate workers compensation claims, return-to-work documentation, and unemployment claims.
· Coordinate employee training, required certifications, and policy acknowledgments.
· Administer employee handbook policies and HR procedures as approved by management.
· Assist management with employee communications and company-wide announcements.
· Conduct exit interviews and summarize administrative findings for management.
· Support compliance with federal, state, and local employment regulations.
Office & Facilities Management
· Oversee daily office operations to maintain a safe, clean, professional, and productive workplace.
· Coordinate facilities maintenance, repairs, and improvements, including HVAC, electrical, plumbing, landscaping, janitorial, and waste removal services.
· Manage utilities, telecommunications, internet services, office equipment, and supplies.
· Coordinate office moves, workspace assignments, furniture, and office layout changes.
· Manage building access systems, keys, entry codes, fobs, and vendor access.
· Coordinate emergency preparedness, fire safety items, signage, drills, and related records.
· Serve as the primary point of contact for office-related vendors and service providers.
Fleet & Equipment Administration
· Maintain inventory and assignment records for company vehicles and selected company equipment.
· Coordinate vehicle maintenance, repairs, registrations, inspections, insurance renewals, and accident reporting.
· Track vehicle usage, condition, cleanliness, driver compliance, and replacement schedules.
· Coordinate procurement, disposal, vehicle lettering, setup, and deployment of company vehicles.
· Support equipment replacement planning and lifecycle management.
Information Technology Coordination
· Serve as liaison with third-party IT service providers.
· Maintain inventory and assignment records for computers, phones, tablets, and other technology assets.
· Coordinate technology onboarding and offboarding, including email addresses, devices, access, and credentials.
· Support device procurement, deployment, repair, replacement, and disposal.
· Coordinate resolution of user technology issues and maintain service request follow-up.
· Promote compliance with cybersecurity, phishing prevention, password, and data protection policies.
Corporate Security & Administrative Compliance
· Administer facility access and security systems in coordination with management and providers.
· Coordinate security monitoring, incident reporting, and emergency response procedures.
· Support company document retention, file organization, and access control procedures.
· Assist management with insurance renewals, claims administration, licensing records, and administrative compliance calendars.
· Promote a workplace culture of safety, professionalism, confidentiality, and information security.
Administrative Support & Reporting
· Support leadership team initiatives, special projects, and recurring administrative processes.
· Coordinate company meetings, employee events, and internal communications as assigned.
· Maintain corporate records and administrative files.
· Prepare administrative reports, dashboards, and KPI tracking for management review.
· Assist with annual budgeting and cost tracking for administrative and HR functions.
· Identify opportunities for process improvement, cost savings, and standard operating procedures.
Authority & Confidentiality
· This role administers HR processes and records but does not independently set compensation, approve raises, make termination decisions, or alter terms of employment unless expressly authorized by the CEO, COO, or CFO.
· The position must maintain strict confidentiality for personnel records, compensation data, performance documentation, medical information, litigation-sensitive information, and company financial or corporate records.
· The position is expected to escalate employee relations, disciplinary, legal, safety, or compliance issues promptly to the CFO and appropriate executive leadership.
Qualifications
Category
Requirements / Preferences
Education
Bachelor degree in Business Administration, Human Resources, Management, or related field preferred. Equivalent experience may be considered.
Experience
Five or more years of progressively responsible experience in office administration, HR administration, operations, or business management. Construction, homebuilding, real estate, or related industry experience preferred.
Technical Skills
Proficiency with Microsoft 365 applications, HR/benefits systems, payroll support workflows, vendor portals, and administrative reporting tools.
Professional Skills
Strong organization, judgment, confidentiality, communication, follow-through, vendor management, and problem-solving skills.
Work Style
Ability to manage multiple priorities, work independently, support employees professionally, and coordinate cross-functional activities in a fast-paced environment.
Performance Measures
· Accuracy and completeness of HR records, personnel files, administrative records, and compliance documentation.
· Timeliness and effectiveness of onboarding, offboarding, benefit administration, and employee support.
· Office, facility, fleet, technology, and vendor service reliability.
· Control of administrative costs, service contracts, inventory, and company assets.
· Responsiveness to employee and management requests.
· Safety, security, confidentiality, and policy compliance.
· Quality of reporting, documentation, and process improvement initiatives.
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: Hybrid remote in Southern Pines, NC 28387
