The Role:

We’re looking for a highly organized and detail-oriented HR Administrator & Office Manager to support our People team and serve as a key operational partner for our Tempe office. This role is ideal for someone who thrives in structured environments, enjoys building efficient processes, and takes pride in delivering a seamless employee experience through strong execution behind the scenes.

You’ll play a critical role in supporting HR operations, maintaining compliance, and ensuring our systems, documentation, and workflows run smoothly. You’ll also act as a reliable onsite resource and point of contact for employees, helping keep our office organized, functional, and welcoming.

You’ll report directly to the VP of People and collaborate cross-functionally across the organization.

What You’ll Do:

HR Administration & Operations

• Maintain accurate and up-to-date employee records and documentation, including employee folders and HRIS systems
• Manage and optimize workflows within our HR tech stack (Justworks, Deel, Lattice, Slack, Google Workspace, Zoom, Greenhouse)
• Draft and process offer letters and support general HR documentation needs
• Assist in updating and maintaining company policies and internal documentation
• Identify opportunities to improve efficiency across People processes and systems

Onboarding & Offboarding

• Coordinate onboarding logistics to ensure a smooth and consistent new hire experience
• Manage new hire documentation, including I-9 completion and system setup
• Partner with IT and internal teams on equipment coordination and access
• Support offboarding processes, ensuring proper documentation, communication, and system updates

Compliance & PEO Management

• Support multi-state compliance efforts by maintaining accurate records and tracking requirements
• Serve as a day-to-day administrator for our PEO, ensuring data accuracy and timely updates
• Assist with audits, reporting, and documentation as needed

Employee Support

• Act as a primary point of contact for employee questions related to HR processes, tools, and policies
• Provide timely, professional, and discreet support to employees and managers
• Escalate sensitive matters appropriately while maintaining confidentiality

Recruiting Coordination

• Support candidate coordination, including scheduling and onsite logistics
• Help deliver a smooth and organized candidate experience

Office Management & Coordination

• Serve as the onsite point of contact for office operations, including coordination with WeWork and building management
• Help maintain a clean, organized, and functional office environment
• Support logistics for onsite meetings, team gatherings, and office needs

Culture & Team Support

• Assist with planning team events, recognition efforts, and internal initiatives
• Support company-wide programs that enhance employee engagement and connection

Special Projects

• Partner with the VP of People on key initiatives, including engagement surveys, internal communications, and process improvements

You’d Be a Great Fit If You:

• Have 2-4 years of experience in HR, People Operations, or Office Management in a fast-paced environment
• Are exceptionally organized and detail-oriented, with a strong focus on accuracy and follow-through
• Enjoy creating structure and improving processes to drive efficiency
• Are comfortable working across multiple systems and tools, and eager to learn new technologies
• Are a clear and professional communicator, both written and verbal
• Handle sensitive information with discretion and sound judgment
• Thrive in an onsite role and enjoy being a dependable, go-to resource for employees
• Take pride in supporting teams and creating a well-run, organized workplace

Compensation:

This is a contract position offering $30–$35/hr, depending on experience, with the potential for conversion to a full-time role based on performance and business needs.

We encourage individuals from underrepresented backgrounds, including women and minorities, to apply for this position. We believe in creating a diverse and inclusive workplace and welcome candidates who may not meet every listed requirement but are eager to contribute and grow within our team. Even if you don't meet every requirement, we still encourage you to apply.

Service Administrator

Department: Service
Reports To: General Manager
Location: Phoenix
Company: Kimball Equipment Company

About Kimball Equipment

Kimball Equipment Company is a leading provider of heavy equipment, parts, and services for the aggregate and mining industry. Established in 1946, we are a third-generation family-owned business with 13 locations across the western United States. We pride ourselves on our commitment to excellence, customer service, and our core values.

Position Summary

The Service Administrator is responsible for supporting the service department by managing administrative functions, coordinating service orders, and facilitating communication between customers, technicians, and internal departments. This role helps drive departmental efficiency and profitability while delivering a high-quality service experience to our customers through prompt, professional, and accurate communication and documentation.

Key Responsibilities

Customer Service & Communication

• Provide clear, timely updates on service jobs, scheduling, and follow-ups.
• Assist with customer inquiries and ensure accurate information is provided.
• Support leadership in maintaining strong customer relationships and resolving issues promptly.

Service Coordination & Workflow

• Open, update, and close service work orders accurately and on time.
• Coordinate scheduling with technicians, parts staff, and the service manager to support an efficient, profitable workflow.
• Track labor hours, parts usage, and service notes to support accurate invoicing and reporting.

Administrative & Operational Support

• Process service invoices promptly to support revenue flow.
• Assist with warranty claims and required documentation.
• Maintain organized digital and physical records.
• Help order parts and coordinate logistics for service jobs.
• Support KPI tracking, reports, and departmental goals.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of administrative or customer service experience, preferably in a service, automotive, agricultural or heavy equipment industry.
• Strong customer service skills with a professional and courteous demeanor.
• Excellent written and verbal communication abilities.
• High attention to detail and strong organizational skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with ERP systems or service management software is a plus.
• Ability to multitask and prioritize in a fast-paced, team-oriented environment.
• Knowledge of heavy equipment, parts, or technical services is preferred.

Working Conditions:

• Office environment with periodic exposure to the shop or yard.
• Frequent communication via phone and email with customers and technicians.
• Must be able to sit, stand, and use a computer for extended periods.

Why Kimball Equipment?

• Competitive compensation and benefits
• Opportunities for growth and professional development
• Collaborative, supportive work environment
• Make an impact in a fast-growing, industry-leading company