For over 31,000 growing businesses and HR teams seeking a comprehensive, all-in-one HR suite, Workable emerges as the premier solution. We uniquely combine the world's most widely adopted Applicant Tracking System (Workable Recruiting) with a full-spectrum employee management system (Workable HR). At Workable, we empower companies to focus on what truly matters: hiring the right people and fostering their growth.
While we take HR seriously, we maintain a lighthearted and collaborative culture. At Workable, you'll find smart people who have fun, learn, innovate, and help others do the same. We respect everyone, we hire the best, and make sure every experience is special.
Workable is looking for an Office/HR Assistant to join our US team!
This is a high-impact role where you'll be the heart of our Boston office, keeping everything running smoothly, creating a welcoming atmosphere, and making sure our teams have everything they need to do their best work. From stocked snack shelves to seamless onboarding and HR experiences, you'll play a key role in fostering a workplace where people enjoy showing up.
We're a fast-paced, friendly team that believes in working smart, having fun, and always looking for ways to improve. You'll work closely with our global HR, IT, and Finance teams, and be the go-to person for office and admin support in the US. If you thrive in a fast-paced environment, love audits, keeping things organized, and have a knack for making things happen, this is the role for you.
Key Responsibilities
Office & Facilities
- Own the day-to-day rhythm of the Boston office, managing conference rooms, phone booths, kitchen areas, and storage spaces.
- Keep the office stocked and running like clockwork: snacks, drinks, coffee, paper goods, you name it.
- Oversee employee attendance tracking and keep our seating chart updated.
- Handle everything from ordering supplies (hello, Amazon!) to coordinating office repairs.
Vendors & Building Management
- Be our point person for all things building-related, working with Oxford Properties on access, maintenance, and events.
- Submit work orders, register visitors, and manage employee access cards through Building Engines.
- Receive and track deliveries, especially IT equipment - yes, even those pesky serial numbers.
Technology & Inventory Support
- Keep tabs on laptops and equipment with weekly inventory checks and work with IT on replacements.
- Help maintain a smooth flow of tech supplies - no one should ever be stuck without a charger!
Onboarding & Employee Experience
- Assist with employee onboarding: setting up workstations, preparing swag, managing I-9's and tracking all required new hire actions.
- Answer first line HR questions
- Support benefits enrollment by guiding new hires through enrollment steps and answering general questions. Prepare benefits enrollments and premiums reports for Finance.
- Administer special leaves like FMLA, MAPFML, Bonding and Disability
- Prepare employee agreements and track required HR documents.
- Update employee records in the HRIS system, process simple employee changes, and prepare employment letters (title changes, compensation updates, etc.).
- Run monthly attendance and employee data reports
- Partner with payroll for employee data updates
- Maintain internal HR resources like Confluence pages with policy and process changes.
- Track employee milestones such as service awards, and help coordinate gifts and celebrations.
Events & Travel
- Bring the fun! Coordinate holiday parties, team gatherings, and office events.
- Support travel planning for US-based teams in partnership with our Travel Coordinator.
Admin & Finance Support
- Manage incoming/outgoing shipments (FedEx, USPS, etc.).
- Pitch in with vendor payments and invoice tracking alongside Finance.
- Be a trusted partner to HR, Finance, IT, and Recruitment teams.
Requirements
- Some experience in office administration, HR support, or a similar workplace coordination role.
- Super-organized with excellent attention to detail and follow-through - you love a good checklist.
- Excellent communication and people skills - you're approachable, helpful, and proactive.
- Comfort working with confidential and sensitive information, with a high level of professionalism and discretion.
- Experience managing vendors and juggling multiple requests like a pro.
- Comfortable with Google Workspace, Slack, and basic task tracking systems.
- A hands-on, can-do attitude (light IT troubleshooting included).
Extra credit if you have
- Experience in a high-growth tech or SaaS company.
- Familiarity with building management systems
- Event planning skills to help make office life more fun and engaging.
Benefits
Our employees enjoy benefits that make them more productive and contribute directly to the development of their professional skills. We want to be able to attract the best of the best and make sure they keep getting better. On top of an exciting, vibrant and intellectually challenging workplace, we offer:
- 💼 Comprehensive Coverage: Private Health Insurance, Life, and AD&D Insurance to keep you and your loved ones secure.
- 💰 Financial Wellness: 401K, Retirement Plan, and Performance Bonuses to invest in your future.
- 📱 Stay Connected: Cell phone reimbursement for seamless communication.
- 🛠️ Work in Style: Apple gear provided to set you up for success.
- 💡 Support When You Need It: Access to our Employee Assistance Program (EAP) for personal and professional support.
- 🍴 Daily Fuel: Receive a daily lunch allowance to keep you energized and productive during your workday at the office.
Workable is most decidedly an equal opportunity employer. We want applicants of diverse background and hire without regard to race, color, gender, religion, national origin, ancestry, disability, age, sexual orientation, or any other characteristic protected by law.
