About the role

The HR and Administrative Specialist will independently manage end-to-end payroll and coordinate core HR processes, including recruiting, onboarding, employee records, time and attendance, leave, and benefits administration. The role also supports office operations and indirect procurement, including vendor sourcing, quotations, purchase orders, and delivery follow-up.

The ideal candidate is organized, detail-oriented, comfortable handling confidential information, and able to work independently across payroll, HR, administration, and purchasing responsibilities.

Key Responsibilities

Recruiting and Onboarding

• Coordinate job postings, candidate communication, interview scheduling, and staffing agency support based on hiring needs.
• Track candidates through the hiring process and provide timely updates to hiring managers.
• Prepare onboarding materials, collect required new-hire information, and coordinate first-day arrangements.
• Set up new hires in the HR system and explain timekeeping, leave requests, and basic company procedures.

HR Records and Employee Support

• Maintain accurate and confidential employee records, including job changes, reporting relationships, forms, and required documentation.
• Respond to routine employee questions regarding company procedures, attendance, time off, and HR processes, and escalate matters requiring management decisions.
• Prepare employee notices, letters, forms, and internal communications, and coordinate documentation and system updates for employee departures.
• Support benefits communication, required training records, orientation, and other routine HR administration.

Payroll, Time, and Leave Administration

• Independently prepare, process, and complete payroll from start to finish each pay period, ensuring employees are paid accurately and on time.
• Review and validate hours worked, overtime, PTO, sick leave, deductions, reimbursements, and employee changes before payroll is finalized.
• Investigate and resolve payroll and timekeeping discrepancies before payroll deadlines and maintain complete supporting documentation.
• Serve as the primary owner of the payroll process and coordinate with the payroll provider only when system support, corrections, or escalation is required.
• Monitor time and attendance, follow up on missing punches, and track PTO and sick leave requests in coordination with managers.

Office Operations and Indirect Procurement

• Handle routine office administration, correspondence, scheduling, document preparation, supplies, and internal coordination with office, warehouse, and production teams.
• Manage indirect purchasing for non-production goods and services, including office supplies, facility and maintenance needs, PPE, IT equipment, and other operational requirements.
• Source vendors, request and compare quotations, and summarize pricing, lead times, payment terms, and service options for management review.
• Prepare and track purchase requests and purchase orders, follow up on approvals and deliveries, and resolve routine order discrepancies.
• Maintain vendor records, quotations, contracts, and purchasing documentation, and coordinate with Finance to verify invoices against approved purchases.
• Identify gaps in administrative, HR, payroll, and purchasing processes and help create clear, practical procedures.

Qualifications

Required

• Hands-on experience independently running payroll from preparation through final submission and completion; the candidate must be able to own the payroll process with minimal day-to-day supervision.
• Experience in human resources support, recruiting coordination, office administration, or a related role.
• Strong organizational skills and the ability to manage multiple priorities and deadlines independently.
• Clear, professional written and verbal communication and strong attention to detail.
• Sound judgment and discretion when handling confidential employee and payroll information.
• Proficiency in Microsoft Word, Excel, Outlook, or similar tools
• Work on site in Richardson, TX.

Preferred

• Experience with Rippling or another HR, timekeeping, and payroll system.
• Experience supporting employees in a manufacturing, warehouse, logistics, or similarly fast-paced environment.
• Experience with vendor coordination, purchasing, or indirect procurement.
• Ability to communicate professionally in both English and Mandarin Chinese.

What Success Looks Like

• Payroll is completed accurately and on time each pay period without requiring day-to-day oversight.
• Employee records, attendance, leave balances, and payroll documentation are accurate and organized.
• Candidates, employees, and managers receive clear and timely HR and administrative support.
• Routine indirect purchases are sourced, documented, approved, and followed through in a timely and organized manner.
• Office, HR, payroll, and purchasing procedures are documented clearly and followed consistently.

Work Authorization & Sponsorship

• F-1 OPT, CPT, and H1B candidates are welcome to apply.
• AstraNova is open to providing employment sponsorship for qualified candidates

Benefits

Eligible employees may have access to paid time off, sick leave, paid holidays, and company benefit programs in accordance with company policies and plan terms.

About AstraNova Solar

AstraNova Solar is a fast-growing company in the renewable energy industry, focused on delivering efficient solar solutions and scaling our operations. As we grow, we are building a team of motivated individuals who are ready to contribute and grow with us.

We believe in teamwork, reliability, and continuous improvement, and we provide opportunities for employees to develop and advance alongside the company.