Office & HR Administrator

About Us:

Dimagi is a social enterprise and Benefit Corporation that builds software solutions and provides technology consulting services to improve the quality of essential services for underserved populations. Headquartered in Cambridge, Massachusetts, Dimagi partners alongside governments, leading NGOs, and foundations such as the Bill & Melinda Gates Foundation, USAID, and the World Bank to tackle complex health and social inequities. Our open-source technology platform, CommCare, is the world’s most widely-used and researched mobile data collection platform for frontline workers. To date, Dimagi’s team of project managers, engineers, and health experts have supported over 2,000 projects in 80 countries.

About the position:

Dimagi is looking for someone with very strong attention to detail who is excited to tackle new problems and loves supporting a team in an administrative role. As an Office & HR Administrator at our Cambridge office (HQ), you’ll report to the People Operations Manager and support the office in a very wide-range of office management and people operations tasks from supporting with payroll to procuring supplies for the office and completing onboarding and offboarding workflows. Our People Operations team takes pride in supporting the greater team, making an impact globally through maintaining an excellent office, making sure company policies and processes are as smooth as possible, and having a blast while doing so.

Please note: at this time our offices in Boston and D.C. are closed due to COVID-19. Once our offices reopen, this role will be expected to join our team in the Boston office. In the interim, this role will be expected to stop by our office twice per month to collect the mail.

What You’ll Do:

 HR & Payroll Administration:

• Onboarding & Offboardings: Execute Onboarding and Offboarding checklists for employees, including creating employee software accounts and sending welcome emails; create and order business cards
• Payroll: Support the People Operations Manager with the execution of payroll for relevant business units spanning locally and globally when needed. This includes U.S. payroll and payroll for select global employees.
• Tax Account Administration: Support the People Operations Manager with maintaining our existing state tax accounts, and create new tax accounts as needed per hiring needs, including resolving any tax account issues in a timely manner.
• Benefits Administration: Answer employee questions and direct employees how to navigate our benefits. Assist the People Operations Manager & Director of People Operations with the open enrollment administrative workflows.
• Process Improvement: Identify ways to make our processes more efficient, user-friendly, streamlined, etc. and implement changes as needed
• Cost of Living Salary Pulls: Determine salary ranges for new cities/locations globally per the defined workflow with support from manager
• Employee files: Maintain up to date and accurate HR files on all employees using a variety of systems, including: Dropbox, Zenefits, Salesforce, and paper filing

General Office Administration (will resume in full when our office reopens):

• Mail / Shipping: While our offices are closed, the mail will be collected twice per month. Once our offices reopen, mail will be checked daily. All mail must be scanned and triaged appropriately, and packages will need to be shipped.
• Office supply procurement & stocking: re-stocking office supplies (purchasing/re-stocking coffee, seltzer, toilet paper, paper towels; ensuring smooth function and accessibility of supplies for other team members; purchasing and inventory management for employee equipment)
• Field Employee Questions: Serve as point person for staff questions on our office-specific email list
• General logistical support across teams: Assist with setting up brown bags, lunches, and office meeting scheduling.
• Office Security: Maintain records of office key assignments, and manage distribution and return of office keys to and from employees
• Phone / Door Management: Answering phone calls, forwarding calls, answering the door and "playing host" for meeting-attendees, interviewees, and partner organizations
• General execution of pre-defined workflows and processes

Office Management (when our office reopens):

• Building Maintenance: Service as point of contact with building management and maintenance vendors. Ensure all maintenance requests are completed in a timely manner. This includes finding and utilizing proper maintenance employees, when needed.
• Vendor management: Act as the point of contact for office vendors including external IT department, cleaning company, HVAC company and pest control
• Project Management: Complete large projects for the office as needed or mandated.
• Event Planning: Plan and book large office events if and as needed

Financial Administration:

• Scan and deposit checks
• Review, process and pay bills from external vendors
• Process and pay applicable office expenses, as well as assorted all-company expenses including flights, via the Corporate Credit card and submit expense reports on a monthly basis

Recruiting Administration

• Pipeline tasks: Support our Talent Acquisition Specialists with reviewing resumes for recruiting efforts as needed and triage to the appropriate staff member with support
• Scheduling: Serve as an interview scheduler and offer letter creator
• Reference Check Gathering: send emails to gather references on potential hires

Assisting on global projects:

• Assist on projects: Provide support as required for projects that the POps team is managing e.g. through preliminary research, preparing drafts etc.

What you must bring:

• Very high attention to detail, strong organization and time management skills, and ability to multitask in a fast-paced environment
• Strong initiative with the ability to self-organize, self-manage, and work with a team
• Strong communication skills
• Outstanding problem solving skills (and enjoys solving a difficult problem)
• Comfort using different technical tools such as Gmail, Asana, Zenefits (our HRIS), and Gusto (our payroll provider). You do not have to have existing experience with these tools.
• Passionate about working for an organization focused on making an impact

Bonus Points:

• Previous experience working in office management for a start-up or non-profit organization
• Previous experience processing payroll
• Previous experience working on a global team

Dimagi is an Equal Opportunity Employer. We celebrate and support diversity and are committed to providing a work environment that is inclusive and free of discrimination and harassment. All employment decisions are based on individual qualifications without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, family or parental status, veteran, or disability status.