HR Assistant / Office Manager (Boston)

Summary:  As part of the Human Resources team, the Office Manager/ HR Assistant provides overall day-to-day administrative  support to the facility as well as supporting other departments requiring general administrative duties and HR responsibilities.  The HR Assistant/Office Manager will be responsible for supporting the staffing efforts of Fujifilm Diosynth Biotechnologies Massachusetts (FDBM) and building a strong workforce that adds to the company's bottom line. This skilled HR/Administrative professional should possess knowledge of HR functions and have a deep understanding of the organization and its staffing needs, and possess strong interpersonal and communication skills. Any and all administrative duties that support Human Resources and other departments. 

External US

Essential HR Functions:

Essential functions include but are not limited to the following:

• Partner with the FDBT HR Team, HR Supervisor, and hiring managers to determine staffing needs.
• Screen candidates for various roles at the facility.
• Coordinate interviews with hiring managers and interviewees following up with interviewers so that the interviewing schedule is as seamless as possible.
• Assisting with special projects as needed for managers and/or the team while maintaining strict confidentiality of information.
• Assist with new employee onboarding.
• Assist in 30/60/90 day and beyond feedback sessions with employees.
• Provide support in the maintenance of confidential personnel files, job files, confidential employee files, etc.
• Stay current on the company's organization structure, personnel policy, and federal and state laws regarding employment practices.
• Maintain relationships with both internal and external clients to ensure staffing goals are achieved.
• Respond to reference checks and verifications of employment status.
• Assist with verification of background checks and drug screens.
• Assist with accurate recording of I-9 records, and entering into E-Verify for all new hires.
• Tracking visa status and reverifications as needed. 
• Promptly report any and all suspected employee personnel issues to the Director or Supervisor of Human Resources.
• Assist with investigations as needed.
• All other duties as assigned.

Essential Administrative Functions:

Essential functions include but are not limited to the following:

• Supports facility operations by maintaining office services.
• Maintaining a professional point of contact for all guests entering and leaving the business office.
• Professionally handle all incoming calls.
• Greet and direct visitors to the company in a professional, friendly and hospitable manner.
• Receive, sort and forward incoming mail.
• Responsible for maintaining, ordering, stocking and distribution of office supplies.
• Administer calendars for conference rooms and set up rooms appropriately ahead of meetings.
• Assist in scheduling and coordinating building tours and company site visits.
• All other duties as necessary

Required Skills & Abilities:

• Excellent phone etiquette and verbal communication skills.
• Strong organizational skills.
• Ability to multi-task and prioritize work assignments with little supervision.
• Excellent written communication skills.
• Ability to work collaboratively with other team members.
• Knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to take direction and support a multitude of individuals.
• Ability to work independently and to be self-motivated.

Working Conditions & Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to:

• Experience prolonged sitting, some bending, stooping and stretching.
• Use hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is required.
• Attendance is required

Minimum Qualifications:

• Bachelor's degree in a Human Resources or Business Administration related field and (2) years of experience in a Human Resources or related administrative position.
• HS Diploma with (3) three years of experience in a Human Resources or related administrative position.

Preferred Qualifications: 

• Degree in Human Resources Management
• Biotech or pharma experience
• SPHR, PHR or SHRM CP

We are an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to race, color, national origin, sex, gender identity, sexual orientation, religion, disability, protected veteran status or any other characteristic protected by applicable federal, state, or local law.

If an accommodation to the application process is needed, please email FDBTHR@fujifilm.com or call 979-431-3528.