HR-Admin & Export Documentation Specialist

We are looking for a meticulous and proactive individual to fill a dual-role position as an HR-Admin & Export Documentation Specialist. This role is the backbone of our internal people operations and the engine of our international shipping compliance. The ideal candidate will be a resourceful problem-solver with excellent attention to detail, capable of seamlessly switching between supporting our employees and ensuring our products reach global customers efficiently and legally.

Key Responsibilities

Human Resources & Administration (Approx. 50%)

• Onboarding & Offboarding: Manage the full employee lifecycle, including preparing offer letters, conducting new hire orientation, processing background checks, and managing exit interviews and paperwork.
• Records Management: Maintain accurate and up-to-date physical and digital employee records and files in compliance with company policy and legal requirements.
• Benefits Administration: Assist employees with benefits enrollment, changes, and inquiries. Act as a liaison with benefits providers.
• Payroll Support: Collect and verify timesheets, track leave balances (PTO, sick leave), and prepare payroll data for processing by the finance department or external provider.
• HR Policy & Compliance: Support the implementation of HR policies and ensure adherence to relevant labor laws.
• Employee Support: Serve as the first point of contact for employee queries regarding HR policies, benefits, and procedures.
• General Administration: Provide general administrative support such as managing office supplies, coordinating meetings, and handling correspondence.

Export Documentation & Compliance (Approx. 50%)

• Document Preparation: Prepare, review, and process all required export documentation accurately and in a timely manner, including:
• Commercial Invoices
• Packing Lists
• Certificates of Origin
• Bills of Lading / Air Waybills
• Shipper's Letter of Instruction (SLI)
• Export Declarations (EEI/AES Filing)
• Compliance: Ensure all shipments comply with international trade regulations, including but not limited to OFAC, BIS, and customs requirements.
• Logistics Coordination: Liaise with freight forwarders, customs brokers, carriers, and customers to coordinate the smooth movement of goods.
• Schedule pickups and track shipments.
• AES Filing: File Electronic Export Information (EEI) through the Automated Export System (AES) as required by law.
• Record Keeping: Maintain organized and accessible records of all export transactions and documentation for audit purposes.
• Classification: Assist in determining the correct Harmonized Tariff Schedule (HTS) codes for products.

Qualifications & Experience

Required:

• High School Diploma or equivalent; Associate's or Bachelor's degree in Business Administration, Human Resources, Supply Chain, or a related field is a plus.
• Proven experience (4+ years) in an HR Administrator, HR Coordinator, or similar role.
• Proven experience (4+ years) in export documentation, international shipping, or logistics.
• Strong understanding of export compliance regulations and documentation requirements.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Preferred:

• Experience with an HR Information System (HRIS) or payroll software.
• Experience with logistics/export software or ERP systems

Key Competencies & Skills

• Exceptional Organizational Skills: Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Meticulous Attention to Detail: Zero tolerance for errors in both employee data and critical shipping documents.
• High Level of Discretion: Ability to handle confidential and sensitive HR information with integrity.
• Strong Communication Skills: Excellent verbal and written communication skills for interacting with employees, management, and external partners.
• Problem-Solving Mindset: Proactive in identifying issues and developing effective solutions.
• Team Player: Collaborative spirit with the ability to work independently with minimal supervision.