HR, Administration & Office Coordinator (Senior) – PACE America Inc.

Position Title: HR, Administration & Office Coordinator (Senior)

Employment Status: Part-Time, Regular Employment

FTE: 75%

Expected Hours: 30 hours per week

Location: Mukilteo, Washington (Seattle metropolitan area), US

Start date: ASAP

Reports to: HR Director (Parent) / Financial Director (Parent)

Position Summary

The HR, Administration & Office Coordinator (senior) will serve as a primary point of contact for employees, managers, and external service providers in connection with human resources administration, payroll coordination, employee benefits, business travel, office administration, and related operational activities for PACE America, Inc. and its operations.

The position will work closely with management, Corporate Headquarters, accounting/finance, external service providers, and other relevant stakeholders to support the effective and compliant administration of PACE America’s employment and workplace programs.

The position will perform duties within the scope of its assigned authority and under the direction of management. Where matters require legal, tax, benefits, payroll, or other specialized expertise, the employee will coordinate with the appropriate internal or external advisors.

Primary Responsibilities

1. Human Resources Administration & Compliance Support

• Support the administration of employee documentation and employment-related processes, including employment offers, employment agreements, changes in employment status, transfers, and terminations, as directed by management.

• Coordinate employee onboarding and offboarding activities.

• Maintain accurate and confidential employee records in accordance with company policies and applicable legal requirements.

• Support the administration and communication of company HR policies and procedures.

• Coordinate employee benefits administration, including medical, dental, vision, life insurance, and other applicable benefit programs.

• Respond to routine employee questions regarding HR policies, benefits, and administrative processes and coordinate with appropriate service providers when necessary.

• Assist management with employee-related administrative matters.

• Support recruiting activities, including job postings, candidate communications, interview scheduling, interview coordination, and related administrative activities.

• Support the administration of employment-related documentation and processes in coordination with management and applicable external advisors.

• Monitor applicable federal, Washington State, and local employment-related administrative requirements relevant to the employee's assigned responsibilities.

• Assist management in maintaining and updating company policies and procedures.

• Coordinate with management and appropriate external legal, HR, payroll, benefits, or other professional advisors when specialized advice is required.

• Support the implementation of required workplace notices, policies, and employee communications.

The employee's role is administrative and coordinative in nature and does not constitute the provision of legal advice. Responsibility for legal interpretation and final legal compliance decisions remains with company management and/or the company's designated professional advisors.

2. Payroll Administration

• Process the company's regular payroll through ADP in accordance with the established payroll schedule and company procedures.

• Collect, review, and maintain employee payroll information, including timesheets, compensation changes, deductions, benefits, and other payroll-related data.

• Enter and process payroll information in ADP and coordinate with the appropriate internal stakeholders to ensure payroll is processed accurately and on time.

• Coordinate payroll-related employee inquiries and assist with routine payroll corrections.

• Maintain appropriate payroll records and documentation.

• Coordinate with Finance/Accounting regarding payroll-related accounting entries and reconciliations.

• Monitor routine payroll requirements applicable to the company's employees and escalate complex or unusual payroll matters as appropriate.

• Complex payroll matters, payroll tax matters, tax filings, and other specialized payroll compliance matters will be supported by the company's designated payroll, tax, accounting, or other professional advisors, as applicable.

• Work with ADP and other designated service providers to resolve payroll processing issues and support the timely completion of payroll-related activities.

3. Employee Benefits and Retirement Plans

• Support the day-to-day administrative coordination of company benefit programs.

• Coordinate with benefits providers, brokers, recordkeepers, and employees as appropriate.

• Assist employees with routine benefits-related administrative questions and enrollment processes.

• Support the administration of the company's 401(k) plan and coordinate with the plan's designated administrator, recordkeeper, investment provider, and other service providers.

• Maintain appropriate documentation relating to benefit and retirement plans.

4. Administrative Support

• Support the administration of company contracts, including office leases, telecommunications, service agreements, and similar administrative arrangements.

• Work with Corporate Accounting and Finance on the recording, reconciliation, and administration of PACE America expenses.

• Provide backup support for business travel administration, including travel arrangements, booking and travel expense reports.

• Maintain appropriate records and documentation relating to administrative activities

5. Office Management

• Coordinate general office administration, including reception, mail, package shipping and receiving, visitor coordination, and meeting support.

• Procure office supplies, equipment, and other workplace materials as authorized.

• Coordinate office services, including janitorial services, IT support, furnishings, facilities services, and other vendors.

• Assist with workplace organization, safety-related administrative matters, and general office operations.

• Coordinate office-related maintenance and service requests as needed.

6. Confidentiality and Data Protection

Because the position will have access to confidential employee, payroll, benefits, financial, and company information, the employee is expected to maintain the confidentiality and security of such information in accordance with company policies and applicable law.

Access to employees, payroll, benefits, financial, and other confidential information will be limited to information reasonably required to perform the employee's assigned duties.

7. Other Duties

The employee may be asked to perform other reasonable duties and administrative responsibilities consistent with the position, the employee's qualifications, and the operational needs of PACE America, Inc.

Material changes to the position's responsibilities, authority, working schedule, compensation, or employment classification will be communicated in accordance with applicable company policies and applicable law.

Compensation

Annual Base Compensation Range: $58,000.00–$65,000.00 per year for the expected 30-hour-per-week schedule

Expected Schedule: Approximately 6 hours per day / 30 hours per week

Expected Work Schedule: Monday through Friday, with a flexible start time between 7:00 a.m. and 8:00 a.m., as agreed with the manager

Additional Hours: Work outside the agreed regular schedule should be approved in advance by the employee's manager, except where circumstances require otherwise. All hours worked will be recorded and compensated in accordance with applicable law and company policy.

Employee Benefits

Subject to applicable eligibility requirements and the terms, conditions, and governing documents of the applicable benefit plans and company policies, PACE America, Inc. currently provides the following benefits:

Medical, Dental, Vision Insurance:

• Eligibility: Employees regularly scheduled to work 30 hours per week or more are eligible to participate in the Health Plan, subject to the terms and eligibility requirements of the applicable plan. Coverage begins on the first day of the month following the employee's hire date.

• Employer Coverage: PACE America covers 100% of the employee premium and 75% of the dependent premium, subject to the terms of the applicable plan.

Life Insurance:

• Eligibility: After three (3) months of service with PACE America, subject to the terms of the applicable plan.

• Maximum Coverage: Up to $100,000, subject to applicable age-based benefit reductions under the plan.

401(k) Retirement Plan:

• Eligibility: Subject to the terms of the applicable 401(k) plan, including attainment of age 21 and three (3) months of service.

• Employer Contribution/Match: 100% of the employee's salary deferrals up to 3% of compensation, plus 50% of salary deferrals between 3% and 5% of compensation, subject to the terms of the plan

• Vesting: Employee salary deferrals and applicable employee and rollover contributions are 100% vested. Employer matching contributions are subject to the plan's applicable vesting schedule. The complete vesting provisions, including any applicable exceptions, are governed by the 401(k) plan document

Vacation and Holidays:

Employees who are regularly scheduled to work 30 hours per week or more are normally granted twenty-one (21) days of vacation per calendar year, generally available beginning January 1, subject to company policy and applicable eligibility requirements. Vacation days do not carry over to the following year, except as otherwise required by applicable law or company policy.

PACE America recognizes the U.S. holidays designated by the Company as paid holidays. Company-designated holidays are provided in addition to vacation days, subject to applicable company policy.

Paid Sick Leave:

Employees are eligible for paid sick leave in accordance with the Company's Paid Sick Leave Policy and applicable Washington State law

Any benefit described above is subject to the eligibility requirements, terms, conditions, limitations, exclusions, and governing documents of the applicable benefit plan or company policy. In the event of any conflict between this document and an applicable benefit plan document, the plan document or applicable law will govern.

Work Location and Schedule

Primary Work Location: 12003 Mukilteo Speedway, Suite 102, Mukilteo, WA 98275, USA

Expected Weekly Hours: Approximately 30 hours per week

Regular Working Days: Monday through Friday

Regular Working Hours: Approximately 6 hours per day, with a flexible start time between 7:00 a.m. and 8:00 a.m., as agreed with the manager.

The employee may occasionally be required to adjust their schedule to accommodate business needs, meetings, travel, company events, or other reasonable operational requirements, subject to applicable law and company policy.

Equal Employment Opportunity

PACE America, Inc. is an equal opportunity employer. The company considers qualified applicants and employees without regard to legally protected characteristics under applicable federal, Washington State, and local law.

PACE America, Inc. is committed to maintaining a workplace free from unlawful discrimination, harassment, and retaliation

Employment Policies and Applicable Law

Employment with PACE America, Inc. is subject to applicable company policies and applicable federal, Washington State, and local laws and regulations.

Nothing in this position description is intended to create or modify any employment right, obligation, or contractual relationship beyond the terms expressly provided in the applicable employment agreement and company policies.