HR Administrative Assistant

POSITION SUMMARY

 The HR Administrator is a key member of the Human Resources team, providing essential support for day-to-day HR operations. This role is responsible for a variety of administrative, transactional, and front desk responsibilities, ensuring a smooth and welcoming experience for team members and visitors. The HR Administrator supports employee lifecycle transactions, maintains accurate records, and assists in creating an organized, efficient, and service-oriented HR office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Front Desk & Employee Support

• Serve as the first point of contact for team members, applicants, and visitors to the HR office.
• Answer and route calls, respond to general HR inquiries, and provide support or escalate as needed.
• Assist employees with HR forms, onboarding paperwork, and general employment-related questions.

Transaction & Data Entry Support

• Process routine HR transactions such as hires, terminations, and job changes in the HR system.
• Support onboarding documentation and ensure accurate data entry.
• Follow up on incomplete or missing documentation to maintain compliance.
• Assist in monitoring and maintaining the accuracy of digital and physical employee records.

Office & Administrative Duties

• Maintain a clean and professional HR office and reception area.
• Manage mail distribution, and support scheduling and meeting preparation.
• Assist in organizing HR events, new hire orientation, and internal trainings, if needed.
• Support administrative tasks for HR leadership and Office Administrators as needed.

Filing & Document Management

• Organize and maintain personnel files in accordance with company policy and legal requirements.
• Scan, upload, and index documents into digital HR systems.
• Manage confidential shredding and ensure secure storage of sensitive documents.

Employee Engagement & Communication

• Assist in the delivery of employee communications, notices, and engagement materials if needed.
• Support the execution of team member appreciation events and programs.
• Help maintain updated bulletin boards and HR postings.
• All other duties as assigned.

EDUCATION and/or EXPERIENCE

·         High school diploma or equivalent preferred but not required.

·         1–2 years of administrative or office support experience; HR or customer service background preferred.

·         Strong interpersonal and customer service skills with a positive and professional demeanor.

·         High attention to detail, strong organizational skills, and ability to manage multiple priorities.

·         Proficient in Microsoft Office Suite (Outlook, Word, Excel); familiarity with HR systems a plus.

·         Bilingual (English/Spanish) preferred but not required.