Office and Operations (Payroll & HR) Administrator

| Greater NYC Area
Aircall is on a mission to redefine the business phone.
We are an advanced cloud-based phone system, complete business phone, and call center software — all wrapped up in one single tool.
But behind our product are the people driving it. Ambition, teamwork, transparency and community — these are the values we live by at Aircall. We know that success comes from hard work and deserves to be recognized and rewarded.
So if you’re a person that loves the challenge of a startup atmosphere, enjoys solving meaningful problems, and wants to feel like part of a family — then you just might be who we’re looking for.
About the Role:
The Office & Operations Administrator will organize and coordinate office administration and procedures,
in order to ensure organizational effectiveness, efficiency, and safety. The Office & Operations Administrator is responsible for implementing intra-office communication protocols, streamlining administrative procedures such as payroll, administrative tasks & office operations supervision.
We are looking for energetic individuals who don't mind wearing multiple hats, are experienced in handling a wide range of administrative and executive support-related tasks, and are able to work independently. Well organized, flexible, and those that enjoy the administrative challenges of supporting an office comprised of diverse individuals will excel here. You report directly to our HR Business Partner, North America and collaborate closely with our Global People Team.

What you'll do:

  • Office Management:
  • Provide general support to visitors (manage and own front desk, enter all visitors in the building system etc.)
  • Own operational set up of offices and tools required for employees (monitors, desks, headsets, swag, snacks, beverages etc.)
  • Be the point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
  • Manage contract and price negotiations with office vendors and service providers
  • Assist with office events and activities, birthday celebrations, and company parties (remote and in-person)
  • Payroll:
  • Manage our payroll (Trinet) while ensuring security, integrity, and confidentiality of data
  • Maintain employee/payroll records
  • Audit timekeeping records to ensure compliance
  • Enter new hires into the payroll system
  • HR Administration:
  • Manage HR personnel files and employee lifecycle (onboarding, changes/promotions, offboarding)
  • Administer employee benefits (401k, healthcare, time-off/leave requests etc.)
  • Interact with the NYC team on any HR topic (benefits, admin request, etc.)
  • Partner with HR to provide administrative and benefits orientations to new employees
  • Help HR to maintain office policies as necessary
  • Monitor the administrative data aspect of our HRIS and collaborate on HRIS related projects (reports: retention, attrition, hiring)
  • Support employees and executives with general administrative requests (e.g. letter of employment, printing/mailing documents, etc.)

What you'll bring:

  • 1 year or more of payroll experience
  • Benefits administration experience
  • Proven office management, administrative, or assistant experience
  • Familiarity with Bamboo HR (HRIS) and TriNet (Payroll), a plus!
  • Proficient in Google Suite (Docs, Sheets, Slides) 
  • You are efficient and at ease in a fast-paced environment and are able to manage and prioritize competing tasks while meeting tight deadlines
  • You are extremely detail-oriented: no detail gets missed or is too small
  • You are able to (and love to) work with a wide-range of personalities both internally and externally
  • You are extremely trustworthy, reliable, and hold yourself to a high-degree of integrity
  • A love of wearing many hats: you are comfortable with a wide range of responsibilities from very operational tasks to very administrative tasks
  • The ability to work well under pressure and proactively ask for help when needed
  • Startup experience a big plus!
  • Availability to work between 9am to 6pm (general work hours) and availability to work after-hours as needed for internal / remote events (occasionally)

About Aircall:
We believe that everyone’s voice is unique and valuable. That’s why we advocate to empower the voice of both our employees and our customers. Being fully engaged at work means that we’re happier, more confident, and more excited to achieve great things together.
Aircall offers a unique work environment and the chance to collaborate with diverse teammates across two continents. We give you the freedom and tools to do your best work, and foster an environment you can do it in. We also have some sweet perks like:
- Medical, dental, and vision insurance is 100% covered
- Unlimited PTO — take the time you need to come to work feeling great!
- 401k plan (with company matching!)
- Equity
- Competitive salary with fitness/wellness reimbursement and commuter compensation
- An office in the center of NYC with great food (breakfast every Monday & Friday!), drinks, and team parties
Aircall is committed to building a diverse, equitable and inclusive workforce. We are an equal opportunity employer and welcome qualified applicants, regardless of gender identity or expression, sexual orientation, race, religion, age, national origin, citizenship, pregnancy status, veteran status, or any other differences. If you have a disability or special need that requires accommodation, please let us know. Members of communities historically underrepresented in tech are encouraged to apply.

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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • JavascriptLanguages
    • PythonLanguages
    • RubyLanguages
    • ReactLibraries
    • Ruby on RailsFrameworks
    • MySQLDatabases
    • RedisDatabases
    • Google AnalyticsAnalytics
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    • ConfluenceManagement
    • JIRAManagement
    • Notion, GitHubManagement
    • ContentfulCMS
    • SalesforceCRM
    • Marketo Email
    • MarketoLead Gen
    • LinkedIn Sales Navigator Lead Gen

Location

We are located in the heart of Union Square. Its vibrant energy is an extension of who we are as a team and culture.

An Insider's view of Aircall

What are some social events your company does?

Our company culture is heavily built on community and social gatherings both inside and outside of the work place: from a Halloween Party where our coworkers selected our costumes, a Raclette party with French wine, a Holiday Party at an art gallery, to Bryant Park for Ice Skating. We also have monthly parties on the first Friday of every month!

Whitney

Office Manager

What's the biggest problem your team is solving?

Aircall is bringing value back to voice. Through our cloud-based phone system that is integrated with your favorite business tools (Salesforce, Zendesk, Slack, etc.), we help companies have better conversations with their customers.

Florens

Sales Manager

How has your career grown since starting at the company?

I joined Aircall as a Talent Acquisition Lead. While my projects were mostly focused on recruiting, I was given the opportunity to take part in building our global people strategy. I have since transitioned to the role of HR Business Partner. I've learned so much in such a short amount of time and am grateful to be part of this adventure.

Allison

HR Business Partner

What unique initiatives do you have that encourage innovation?

Our core focus is creating a company that our employees love working for: We focus heavily on happiness, transparency, and providing new opportunities. Examples of how we execute on this are our team trips (our most recent to Morocco), "ask-me-anything" team meetings, and assuring we attract the most talented, collaborative, & fun people in tech.

Olivier

CEO

How do you collaborate with other teams in the company?

Aircall enables me as a Product Manager to level up. Working with an international team, various cultures, and backgrounds is invaluable. I’m so excited to be part of this adventure.

Carlotta

Product Manager

What are Aircall Perks + Benefits

Aircall Benefits Overview

- Medical, dental, and vision insurance are 100% covered
- Unlimited PTO — take the time you need to come to work feeling great!
- 401k plan (with company matching!)
- Competitive salary with Citi Bike membership, gym membership, and commuter compensation
- An office in the center of NYC with great food (breakfast every Monday & Friday!), drinks, and team parties
- An annual company wide offsite trip: past trips include Morocco and Barcelona!

Culture
Friends outside of work
Eat lunch together
Daily stand up
Group brainstorming sessions
Pair programming
Open office floor plan
Diversity
Unconscious bias training
Diversity manifesto
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Aircall employees can contribute up to $2700 annually to their FSA.
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
Retirement & Stock Options Benefits
401(K)
401(K) Matching
Company Equity
Aircall offers stock options, including vesting over a four-year period.
Performance Bonus
Aircall offers a quarterly or annual performance bonuses for certain positions.
Match charitable contributions
Aircall partners with non profits such as She's The First and the New York Immigration Coalition (in honor of Hispanic Heritage Month) to match employee contributions.
Child Care & Parental Leave Benefits
Flexible Work Schedule
Remote Work Program
Family Medical Leave
Vacation & Time Off Benefits
Unlimited Vacation Policy
Paid Volunteer Time
Paid Holidays
Paid Sick Days
Perks & Discounts
Beer on Tap
Casual Dress
Commuter Benefits
Company Outings
Free Daily Meals
We provide free breakfast on Monday and Friday-- sometimes, our CEO brings in baguettes and croissant's from his bakery! We also have catered lunch on Wednesday for our Lunch and Learns.
Stocked Kitchen
Some Meals Provided
Happy Hours
Relocation Assistance
Fitness Subsidies
Aircall allows all employees to expense $127 dollars worth of fitness or wellness activity per month.
Professional Development Benefits
Job Training & Conferences
Diversity Program
Lunch and learns
Aircall hosts lunch & learn meetings weekly where employees can sign up to present on topics they are passionate about. Past lunch & learns include: hand-gliding, Burning Man, composting & Reggaeton!
Promote from within
Online course subscriptions available
Paid industry certifications

Additional Perks + Benefits

Aircall is committed to building a diverse, equitable and inclusive workforce. We are an equal opportunity employer and welcome qualified applicants, regardless of gender identity or expression, sexual orientation, race, religion, age, national origin, citizenship, pregnancy status, veteran status, or any other differences. If you have a disability or special need that requires accommodation, please let us know. Members of communities historically underrepresented in tech are encouraged to apply.