Diplomat Motors is looking for a highly organized, people-focused HR & Administrative Manager to lead human resources and office administration across our dealership group. This role is critical to keeping our teams compliant, supported, and running smoothly, from hiring and onboarding through payroll support and day-to-day operations. As a key member of our leadership team, you’ll own the employee lifecycle, keep records and policies airtight, and be the go-to resource for managers and staff at both rooftops.

We use Netchex for payroll and HR and DealerTrack as our DMS, so prior experience in these systems is required.

Recruiting, Onboarding & Offboarding

• Manage job postings, screen applicants, and coordinate interviews with department managers

• Own onboarding: offer letters, new-hire paperwork, I-9/E-Verify, system access, and first-week orientation

• Run role-based onboarding and offboarding checklists so nothing gets missed

• Handle terminations and exits: final pay timing, equipment and key return, access removal, and documentation

Employee Records & Compliance

• Maintain complete, organized personnel files for every employee

• Ensure compliance with Oregon and federal employment law (wage and hour, breaks, sick leave, OFLA/PLO, posters, and required notices)

• Track licenses, certifications, and required trainings

• Maintain documentation for audits, claims, and compliance reviews

Payroll & Benefits Support

• Prepare and submit payroll inputs in Netchex: hours, new hires, changes, and deductions

• Partner with the Controller on payroll accuracy, commissions, and adjustments

• Administer benefits enrollment, changes, and annual renewals

• Manage workers’ comp, unemployment claims, and leave tracking

Employee Relations & Performance

• Serve as the first point of contact for employee questions and concerns

• Support managers with coaching, documentation, and corrective action

• Track 90-day check-ins, performance reviews, and raise schedules

• Investigate workplace issues fairly, confidentially, and thoroughly

Office & Operations Administration

• Maintain and update the employee handbook, SOPs, and company policies

• Manage vendor relationships, office supplies, and facility needs across both locations

• Coordinate internal communications, schedules, and company events

• Support leadership with special projects and process improvements

• 2–5+ years of HR and/or administrative experience (HR Generalist, HR Manager, or Office Manager level preferred)

• Working knowledge of Oregon and federal employment law

• Experience with HRIS/payroll systems (Netchex preferred)

• Strong judgment and discretion with confidential information

• Organized, detail-oriented, and capable of managing multiple priorities on tight deadlines

• Clear, professional communication with leadership and employees at every level

• Two high-performing locations selling 140+ vehicles per month
• Proven systems, strong leadership, and clear expectations
• Performance-focused, no-drama culture
• Expansion plans with real advancement opportunities

We value integrity, accountability, and people who show up ready to work.