Business Operations & HR Administrator

Position Summary

Vertex Innovations is seeking an experienced, highly organized HR & Business Operations Administrator to take ownership of core people operations and critical business support functions. This is a high-trust, hands‑on individual contributor role for a resourceful professional who enjoys rolling up their sleeves and directly executing work across HR administration, business operations, accounting, and sales administration support. The ideal candidate thrives in a fast‑paced environment, values accuracy and accountability, and can confidently manage multiple priorities while maintaining strong attention to detail.

The role reports to the CFO. This is a high‑responsibility individual contributor role (no direct reports). It is not an entry‑level position. The successful candidate must be self‑motivated, proactive, and comfortable taking initiative while also collaborating with and accepting direction from multiple internal stakeholders.

• Prepare and manage employee offer letters, employment documentation, and onboarding materials
• Handle all aspects of new hire onboarding, including system access and equipment provisioning
• Support finance with payroll and benefits administration
• Monitor and support compliance with multi‑state employment regulations and coordinate updates to policies and documentation as needed
• Maintain audit‑ready employee records and HR documentation
• Support employee offboarding processes, including benefits transition and equipment return
• Create and maintain process documents and HRIS system workflows to enhance efficiency

• Coordinate and complete laptop provisioning in partnership with the external IT vendor, including device setup and deployment.
• Independently provision Apple phones and iPads, including the use of the mobile device manager
• Order and manage field equipment and supplies (PPE, technical gear)
• Execute and manage all shipping, inventory tracking, and equipment logistics
• Develop, maintain, and improve operational process documentation to enhance efficiency and ensure consistency.

• Handle all fleet vehicle administration, including coordination of transport between locations, registration and insurance documentation, and maintenance scheduling and tracking
• Research, coordinate, and manage long‑term lodging arrangements for field staff
• Partner with Finance to ensure cost control, approvals, and documentation accuracy
• Maintain operational trackers and documentation to ensure continuity and scalability

Provide supplemental support to accounting and sales operations, ensuring accuracy and continuity of revenue‑related processes, including:

• Creation of sales orders
• Supporting billing
• Reconciling expense reimbursements, including matching receipts, and documentation for client billing
• Proofreading and formatting sales proposals for accuracy and professionalism
• Data entry and record maintenance within a CRM system, ensuring data accuracy and pipeline documentation integrity

• Manage day‑to‑day office administration, including mail distribution, vendor coordination, and maintaining an organized and professional office environment
• Oversee office supply ordering, inventory tracking, and cost management to ensure uninterrupted operations
• Manage company swag inventory, ordering, distribution, and storage

• At least five years of progressively responsible experience in HR Generalist, HR Administration, Operations Administration, or Office Operations roles within a fast‑paced or growing organization
• Demonstrated hands‑on experience managing core components of the employee lifecycle, including onboarding, employment documentation, payroll coordination, benefits administration support, and maintenance of employee records
• Experience supporting the upkeep of HR policies, procedures, and employee handbooks in a multi‑state organization
• Strong operational and technical aptitude, including solid working knowledge of Apple hardware, to provision iPhones, iPads, and Windows‑based laptops
• Hands‑…