OFFICE MANAGER & HR/PAYROLL ADMINISTRATOR ProMedix Health | Santa Ana, CA | Full-Time | On-Site
ABOUT PROMEDIX HEALTH
ProMedix Health is a healthcare services and technology company focused on delivering scalable virtual care services for Medicare patients with chronic conditions.
ABOUT THE ROLE
ProMedix Health is looking for a sharp, self-directed Office Manager & HR/Payroll Administrator to serve as the operational backbone of our organization. This is a high-trust, multi-functional role for a professional who thrives in a fast-paced environment, takes ownership across multiple disciplines, and brings both precision and people skills to everything they do.
You will own our payroll operations, HR compliance, day-to-day office administration, and bookkeeping functions — working closely with leadership to keep the organization running smoothly, compliantly, and efficiently. If you are someone who likes variety, values autonomy, and takes pride in building reliable systems, this role was built for you.
KEY RESPONSIBILITIES
Payroll Administration
- Own end-to-end payroll processing using ADP Workforce Now or ADP Run
- Maintain and update employee profiles, pay rates, deductions, and garnishments
- Calculate and track meal and rest break premiums in compliance with California Labor Code
- Ensure compliance with final pay requirements under California Labor Code sections 201–203
- Administer California sick leave accruals, usage, and recordkeeping
- Prepare and file EDD reports including DE 9, DE 9C, and related filings
- Coordinate year-end W-2 and 1099 processing through ADP
- Maintain payroll records that are accurate, timely, and audit-ready
Human Resources Administration
- Coordinate hiring, onboarding, and offboarding in compliance with California requirements
- Maintain all required workplace postings and employee notices including DFEH/CRD and Cal/OSHA
- Administer California-mandated benefits including SDI, PFL, and CFRA/FMLA leave coordination
- Track and ensure compliance with anti-harassment training requirements under SB 1343
- Manage workers' compensation reporting and coordination as needed
- Maintain personnel files in accordance with California retention and confidentiality laws
- Act as a trusted resource for employees navigating HR policies, benefits, and workplace concerns
- Support internal HR documentation, compliance tracking, employee handbook maintenance, and audits
Office Management & Operations
- Oversee daily office operations and ensure a professional, productive work environment
- Manage vendor relationships, service contracts, and facilities needs
- Maintain office supplies and equipment
- Coordinate calendaring, scheduling, and travel arrangements for leadership
- Maintain organized digital and physical filing systems
- Provide administrative support to leadership across reporting, coordination, and communications
Bookkeeping & Financial Administration
- Own accounts payable and accounts receivable processes
- Maintain accurate financial records using QuickBooks or similar accounting software
- Perform monthly bank and credit card reconciliations
- Prepare financial reports and documentation in support of audits and leadership review
- Support budget tracking and cash flow monitoring
- Coordinate with external accountants or finance leadership as needed
QUALIFICATIONS
- 5+ years of experience in office management, payroll administration, HR, or a combined multi-function role
- Hands-on experience with ADP Workforce Now or ADP Run required
- Working knowledge of California labor laws and compliance requirements
- Experience with QuickBooks or comparable accounting software
- Proficiency in Microsoft Excel, Word, and standard business systems
- Strong organizational, multitasking, and problem-solving abilities
- High level of discretion with confidential employee and company information
- Excellent written and verbal communication skills
- Bachelor's degree in Business Administration, Accounting, HR, or a related field preferred; equivalent experience considered
- Experience in a healthcare or medical office environment a plus
COMPENSATION
Competitive salary range of $80,000 - $120,000, commensurate with experience.
Full-time and 100% on-site. There is no employment opportunity for remote or hybrid.
Benefits include medical, dental, vision, and 401(k) with employer match per company plan.
DISCLAIMER
ProMedix Health offers competitive compensation and a comprehensive benefits package that provides employees the flexibility to tailor benefits according to their individual needs. Our benefits package includes, but is not limited to, paid time off, a 401K retirement plan, medical, dental, and vision coverage, and other voluntary benefit options. Benefits may vary based on employment status, i.e. full-time, part-time, per diem or temporary. A reasonable annualized compensation estimate for this role, which includes estimated wages, benefits, and other forms of compensation, is referenced above. The exact starting compensation to be offered will be determined at the time of selecting an applicant for hire, in which a wide range of factors will be considered, including but not limited to, skillset, years of applicable experience, education, credentials and licensure.
WORK ENVIRONMENT
This is a fully on-site role based at our Santa Ana, CA office, where you will work closely with leadership and staff in a collaborative, fast-paced environment. This position requires the ability to manage multiple priorities simultaneously, maintain strict confidentiality, and operate with a high degree of professionalism and independence.
