Recruitment & HR Support Assistant

Job Summary

We are seeking a highly organized, proactive, and detail-oriented individual to support HR and recruitment operations in a fast-paced and dynamic environment. This is a full-time temporary position for a minimum of six (6) months, with the potential to convert to a permanent role based on business needs, headcount availability, and individual performance. This role is based in San Jose, CA, a vibrant city known for its cultural diversity, technological innovation, and beautiful surroundings.

This position provides support across recruitment coordination, HR administration, employee records, onboarding and offboarding, and training coordination. It may also support HR-related processes such as investigations, employee relations, and compliance-related activities as needed.

Job Responsibilities

• Recruitment Administration & Screening Support
  • Work with hiring managers to review, update, and validate job descriptions to ensure they reflect current business needs before posting.
  • Partner with hiring managers to develop and prepare job descriptions for positions where no existing description is available.
  • Post approved job openings on internal and external job boards.
  • Monitor, update, and close job postings to ensure listings remain current, accurate, and aligned with hiring needs.
  • Review resumes and applications against job requirements, qualifications, and hiring criteria.
  • Conduct initial HR screening of candidates, including experience, qualifications, basic fit, compensation expectations, work authorization, and availability, as applicable.
  • Coordinate and schedule interviews across teams, time zones, and formats (onsite and virtual).
  • Serve as a point of contact for candidates regarding scheduling and recruitment logistics, ensuring a professional and positive candidate experience.
  • Maintain accurate, timely, and complete recruitment records in the Applicant Tracking System (ATS) and related tracking tools.
  • Prepare and track Personnel Action Forms (PAFs) and follow up to ensure timely approvals.
  • Support recruitment reporting, including tracking candidate pipeline status, interview progress, and time-to-fill metrics.
  • Manage multiple recruitment requisitions simultaneously while maintaining quality, responsiveness, organization, and adherence to deadlines.
• HR Administrative Support
  • Support onboarding activities, including the collection of required documents and coordination of system access, equipment, and badges.
  • Create, maintain, audit, and update employee personnel files (digital and hard copy) to ensure completeness, accuracy, and compliance.
  • File finalized offer letters, onboarding documents, personnel actions, and HR records in accordance with established procedures and retention requirements.
  • Support offboarding activities, including documentation, exit coordination, and tracking return of company assets.
  • Maintain HR templates, records, reports, trackers, and employee contact lists in a structured, organized, and confidential manner.
  • Assist with the coordination of HR meetings, training sessions, employee communications, and other HR-related activities.
  • Support training coordination, including scheduling, attendance tracking, training record maintenance, and logistics support.
  • Provide support for HR processes such as investigations, employee relations, audits, and compliance activities, as needed and with strict confidentiality.
  • Handle sensitive and confidential information with professionalism, discretion, accuracy, and sound judgment.
  • Support preparation of HR reports, spreadsheets, documentation, and presentations as needed.
  • Collaborate with HR team members, managers, and cross-functional partners to support day-to-day HR operations.
  • Provide general HR administrative support as needed, including data entry, documentation, reporting, filing, and coordination tasks.

Qualifications

• Minimum 1 year of experience in recruitment, talent acquisition coordination, HR administration, or related HR support functions.
• Degree or equivalent experience in Business Administration or a related field; additional HR-related education or certifications are a plus.
• Basic understanding of HR processes, employment practices, employee documentation, and confidentiality practices.
• Ability to support sensitive HR activities, investigations, training coordination, and employee relations matters with discretion and professionalism.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities.
• Strong attention to detail, critical thinking, and problem-solving skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with ATS or HR systems is an asset.
• Ability to work independently and collaboratively in a fast-paced environment.
• Resilient, able to work under pressure, enjoys challenges, and able to navigate ambiguity in a dynamic environment.
• Additional language skills (e.g., Vietnamese) are considered an asset.