Office Administrator & HR Operations Specialist

Start: ASAP

Type of Contract: Full Time / Permanent

About Submer:

Submer designs and delivers end-to-end AI datacenter infrastructure built around industry-leading liquid cooling.

We help organizations scale AI beyond the limits of traditional datacenters by enabling higher density, greater efficiency and lower environmental impact – accelerating time-to-AI from first deployment to full production.

What impact you will have:

The Office Administrator & HR Operations Specialist coordinates office operations and key HR administrative functions, including employee lifecycle processes, payroll coordination, HR systems, and vendor relationships. This role independently manages assigned processes, resolves operational issues, identifies improvements, and works with internal stakeholders and external providers to support business needs.

What you’ll do:

Office Administration & Front Desk

• Manage front desk operations, including greeting visitors, answering calls, coordinating visitor arrangements, and maintaining a professional office environment.

• Oversee day-to-day office operations, including supplies, equipment, deliveries, vendors, and general office needs.

• Coordinate meeting logistics, scheduling, and other administrative activities.

• Manage assigned office projects and recommend improvements to administrative processes and resources.

HR Administration & Payroll Support

• Coordinate employee onboarding and offboarding, ensuring required documentation, schedules, and administrative steps are completed.

• Oversee employee records and HR systems, ensuring accurate and timely updates and consistent recordkeeping.

• Coordinate timekeeping and payroll administration, reviewing payroll inputs, identifying discrepancies, and working with managers and providers to resolve issues before submission.

• Serve as an initial resource for employee administrative questions and coordinate appropriate follow-up.

• Monitor HR processes and documentation for gaps or inconsistencies and recommend improvements.

• Coordinate with external HR, payroll, and benefits providers to resolve administrative issues and support effective service delivery.

• Maintain the confidentiality of employee information, payroll data, and HR documentation.

General Administrative Support

• Coordinate scheduling, document preparation, data entry, and other administrative projects as needed.

• Track outstanding administrative matters and coordinate follow-up with relevant stakeholders.

• Evaluate office and HR workflows, recommend process improvements, and implement approved changes.

• Provide flexible administrative support as business needs evolve.

What you’ll need:

• Previous experience in office administration, HR administration, payroll support, or a similar role.

• Payroll processing experience preferred but not required.

• Strong organizational skills, attention to detail, and ability to manage multiple priorities.

• Excellent communication and interpersonal skills.

• Proficiency in Microsoft Office and ability to learn HRIS, payroll, and other business systems.

• Ability to handle confidential information with discretion and professionalism.

• Proactive approach with the ability to work independently and collaboratively.

What we offer

• Attractive compensation package reflecting your expertise and experience.

• Medical Insurance Plan.

• 401k Employee volunteer contribution Plan.

• A great work environment characterized by friendliness, international diversity, flexibility, and a hybrid-friendly approach.

• You´ll be part of a fast-growing scale-up with a mission to make a positive impact, offering an exciting career evolution.

Our job titles may span more than one job level. The actual base pay is dependent on a number of factors, such as transferable skills, work experience, business needs and market demands.

Our inclusive responsibility

Submer is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected category under applicable law.