Manager, HR Administration and Compliance

Position Overview

The Manager of HR Administration and Compliance is charged with managing the company’s human resources compliance activities, policy governance, employee relations management, audit preparations, records handling, leave coordination, and HR operational controls. This role acts as the key organizational source to ensure uniform enforcement of employment policies, regulatory adherence, documentation standards, investigation protocols, and overall HR governance across various locations.

The position closely collaborates with HR Business Partners, Talent Acquisition, Payroll, Benefits, and Operations Leaders to maintain a compliant, structured, and scalable HR function. Note that workplace safety compliance falls under the Director of Environmental Health and Safety.

Core Responsibilities

• Monitor and ensure compliance with relevant federal laws and employment regulations in Texas and Kansas.
• Keep updated with changes in legislation and regulatory environments, suggesting necessary policy and procedural updates.
• Act as the internal expert on HR compliance, coordinating with legal counsel on complex issues.
• Manage employee relations including complaint intake, conducting investigations, maintaining case documentation, and ensuring disciplinary and termination actions adhere to policies.
• Oversee maintenance and annual reviews of the employee handbook and HR policies, ensuring version control and collecting employee acknowledgements, while effectively communicating policy updates.
• Conduct regular audits of personnel files, I-9 forms, hiring procedures, compensation approvals, documentation standards, and termination processes to uphold compliance and prepare for audits.
• Administer leave programs such as FMLA, coordinate ADA and PWFA accommodation requests, monitor leave usage, manage return-to-work documentation, and collaborate with payroll and benefits teams.
• Maintain personnel record retention schedules, secure confidential employee records, support legal holds, and manage documentation requests.
• Facilitate compliance training programs by coordinating sessions, tracking completion, and supporting the development of manager compliance education.
• Administer HR approval workflows, oversee compliance with HR operational procedures, manage compliance calendars, support internal/external audits, and maintain HR standard operating procedures.
• Generate monthly and quarterly reports that cover open employee relations cases, investigation activities, FMLA usage, ADA accommodations, I-9 status, personnel file audit results, policy acknowledgements, compliance training completion rates, and audit findings with corrective action status.

Required Qualifications

• PHR certification strongly preferred; SHRM-CP, SPHR, or SHRM-SCP certifications also considered.
• At least 7 years of progressively responsible experience in HR administration and compliance roles.
• Proven experience in employee relations and conducting workplace investigations.
• Strong background in employment law compliance, policy administration, and leave program management.
• Excellent documentation and auditing skills.

Personal Attributes

• Detail-oriented with integrity and sound judgment.
• Strong investigative skills and the courage to hold leadership accountable.
• Disciplined approach to processes and excellent organizational abilities.
• Maintains confidentiality and professional demeanor even under pressure.

Performance Targets for First 12-24 Months

• Complete 100% of HR compliance audits.
• Maintain personnel file compliance of over 95%.
• Achieve I-9 compliance rates above 98%.
• Implement an annual policy review process and establish a compliance calendar.
• Ensure compliance training completion rates exceed 95%.
• Standardize investigation and employee relations documentation across all branches.
• Launch an executive HR compliance dashboard and reduce external legal risks through proactive compliance management.