Human Resources Assistant

Thoroughbred Express Auto Wash

Position Summary

The Human Resources Assistant supports the Human Resources Department by helping maintain employee records, coordinating hiring and onboarding activities, assisting with payroll and benefits administration, and ensuring compliance with company policies and procedures. This position plays a key role in supporting team members across all locations while helping maintain a positive, organized, and professional work environment.

The HR Assistant serves as a primary administrative support role for the HR Manager and works closely with Operations, District Managers, Site Management, and Corporate Staff to ensure employee-related processes are completed accurately and efficiently.

Essential Duties & Responsibilities

Recruiting & Hiring Support

• Assist with posting open positions on recruiting platforms.
• Monitor incoming applications and coordinate interviews with hiring managers.
• Conduct initial candidate screenings when requested.
• Perform reference checks and background screening coordination.
• Prepare offer letters and hiring documentation.
• Maintain applicant tracking records and hiring reports.

Onboarding & Employee Records

• Prepare and distribute onboarding paperwork for new hires.
• Ensure all required employment documents are completed and filed properly.
• Create and maintain employee personnel files, both physical and electronic.
• Assist with new hire orientation and company onboarding programs.
• Process employee status changes including promotions, transfers, wage changes, and separations.
• Ensure employee records remain accurate and up to date.

HR Administration

• Assist employees with general HR-related questions and requests.
• Maintain confidentiality of employee information and sensitive records.
• Support administration of company policies and procedures.
• Assist with employee acknowledgment forms, policy rollouts, and training documentation.
• Track completion of required training and compliance initiatives.
• Generate reports related to staffing, turnover, disciplinary actions, and other HR metrics.

Payroll & Benefits Support

• Assist with payroll preparation and employee payroll inquiries.
• Review timekeeping records for accuracy when requested.
• Coordinate benefit enrollment, changes, and termination paperwork.
• Assist employees with benefit-related questions and documentation.
• Maintain records related to PTO, leaves of absence, and other employee benefits.

Employee Relations Support

• Assist with documenting employee concerns, complaints, and workplace issues.
• Support investigations by gathering documentation and records.
• Prepare disciplinary paperwork and employee correspondence as directed by the HR Manager.
• Maintain professional communication with employees and management teams.

Compliance & Recordkeeping

• Ensure compliance with federal, state, and local employment regulations.
• Maintain I-9 records and employment eligibility documentation.
• Assist with workers' compensation, unemployment claims, and other employment-related filings.
• Help prepare documentation for audits and compliance reviews.
• Maintain document retention practices in accordance with company policies.

Administrative Support

• Answer HR department phone calls and emails.
• Schedule meetings, interviews, and employee training sessions.
• Prepare reports, presentations, and correspondence.
• Assist with special projects and company initiatives as assigned.
• Support company events, recognition programs, and employee engagement activities.

Qualifications

Required

• High School Diploma or GED.
• Strong organizational and administrative skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to handle confidential information professionally.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred

• Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field.
• Previous HR, administrative, payroll, or office support experience.
• Experience with HRIS, payroll, or applicant tracking systems.
• Knowledge of employment laws and HR best practices.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Ability to travel occasionally to company locations for onboarding, training, or HR support.

Core Competencies

• Professionalism
• Confidentiality
• Organization
• Attention to Detail
• Communication Skills
• Time Management
• Customer Service
• Problem Solving
• Teamwork
• Adaptability

Reporting Structure

Reports To: Human Resources Manager

Works Closely With:

• Operations Leadership Team
• District Managers
• Site Managers
• Payroll & Accounting Team
• Corporate Support Departments

Position Goal

The HR Assistant helps create a positive employee experience by ensuring hiring, onboarding, recordkeeping, compliance, and employee support functions are completed accurately, professionally, and efficiently. This role contributes directly to the success of Thoroughbred Express Auto Wash by helping attract, support, and retain great team members across all locations.