Position Summary
The HR Administrative Assistant provides administrative and operational support to the Human Resources department. This position is responsible for coordinating recruitment activities, assisting with new-hire onboarding and orientation, maintaining employee records, reviewing timesheets, providing front desk coverage, and assisting with employee events and general HR projects.
This role helps ensure daily HR activities are completed accurately, efficiently, and on time while providing a positive experience for candidates and employees. The position may require occasional travel between company locations to support HR operations and employee activities.
Essential Duties and Responsibilities
1. Recruitment Coordination
- Post approved job openings on designated job boards and recruiting platforms.
- Review incoming applications and assist with organizing candidate information.
- Schedule interviews and coordinate availability with hiring managers and candidates.
- Communicate interview details, confirmations, and follow-up information to candidates.
- Maintain applicant records and update candidate status throughout the recruitment process.
- Assist with recruitment-related administrative tasks as needed.
2. New-Hire Onboarding and Orientation
- Prepare new-hire paperwork and onboarding documents.
- Coordinate new-hire start dates and orientation schedules.
- Conduct or assist with new-hire orientation, including company policies, procedures, and general information.
- Ensure required onboarding documents are completed and submitted.
- Coordinate with IT and department supervisors to help ensure new employees are ready for their first day.
- Maintain onboarding records and track outstanding documentation.
- Assist with employee offboarding paperwork, exit checklists, and record updates.
3. Timesheet and Timekeeping Administration
- Review employee timesheets for missing punches, errors, and discrepancies.
- Follow up with employees and supervisors regarding timekeeping corrections.
- Assist with collecting and organizing timekeeping information for payroll processing.
- Enter approved timekeeping adjustments and maintain supporting records.
- Escalate payroll or timekeeping issues to the appropriate HR or payroll contact.
4. Front Desk and Employee Support
- Provide front desk coverage, including greeting visitors, answering incoming calls, and directing inquiries.
- Assist employees with routine HR questions and direct them to the appropriate HR contact when needed.
- Help distribute HR forms, documents, and general employee communications.
- Maintain a professional and welcoming environment for visitors, candidates, and employees.
5. HR Records and Administrative Support
- Maintain accurate and up-to-date employee personnel files.
- Enter approved employee information and status changes into the HRIS.
- Track missing documents and follow up to ensure required records are completed.
- Assist with preparing employee letters, forms, and other HR documentation.
- Maintain confidentiality of employee information and follow company recordkeeping procedures.
- Prepare and distribute daily reports as requested by the HR team.
- Assist with general administrative projects and tasks assigned by the HR team.
6. Employee Events and General HR Support
- Assist with planning, coordinating, and setting up company employee events, celebrations, and activities.
- Assist with purchasing and coordinating food, snacks, sweet treats, and other refreshments for employee events and company activities.
- Coordinate food orders, pickups, and deliveries as needed.
- Help with event setup, cleanup, and distribution of refreshments.
- Coordinate employee training schedules and maintain attendance records.
- Track required training documents and certifications.
- Assist with preparing HR reports, including headcount, hiring, turnover, and training information.
- Provide general administrative support to the HR department.
- Complete other administrative duties and projects as requested by the HR team.
Qualifications and Requirements
- High school diploma or equivalent required
- Previous administrative or office experience preferred. HR or recruiting experience is a plus.
- Strong organizational and time management skills.
- Good written and verbal communication skills.
- Ability to handle confidential employee information with discretion.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritize responsibilities in a fast-paced environment.
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Experience with HRIS or payroll systems is a plus.
- Ability to work professionally with employees, candidates, supervisors, and management at all levels.
- Must have reliable transportation and the ability to travel between company locations as needed to support HR activities, employee events, and administrative responsibilities.