HR Admin Assistant

Job Description

Job Description

HR/Admin Assistant Recruiting, Onboarding & Office Administration

Department: HR and Admin
Reports To: Head of HR
Status: 30-40 hrs/Week / Hourly / Non-Exempt
Work Arrangement: In Office 5 Days/Week
Travel Requirement: Up to 10%

Position Summary

The HR/Admin Assistant Recruiting, Onboarding & Office Administration supports the Human Resources department and daily office operations by coordinating recruiting activities, assisting with onboarding processes, and providing administrative support across the organization. This role plays a key part in creating a positive candidate and employee experience while helping maintain an organized, professional, and efficient office environment.

Essential Duties and Responsibilities

Recruiting & Talent Acquisition

• Assist with posting job openings on recruiting platforms, company websites, and social media.
• Review resumes and applications to identify qualified candidates.
• Coordinate interviews between candidates and hiring managers.
• Communicate with candidates regarding application status, interview scheduling, and next steps.
• Conduct reference checks and assist with pre-employment screening processes.
• Maintain applicant tracking systems and recruiting records.
• Support recruiting events, job fairs, and workforce outreach initiatives.
• Help ensure a positive and professional candidate experience throughout the hiring process.

Onboarding & New Hire Support

• Coordinate and facilitate onboarding activities for new employees.
• Prepare new hire paperwork, onboarding packets, and orientation materials.
• Ensure completion of employment documentation, including I-9s, direct deposit forms, and policy acknowledgments.
• Assist with scheduling orientation, training, and onboarding meetings.
• Coordinate with managers and departments to ensure new hires have proper equipment, system access, and resources.
• Track onboarding progress and maintain accurate employee records.
• Support employee engagement and retention efforts during the onboarding process.

Office Administration

• Provide administrative support for daily office operations.
• Answer phones, greet visitors, and direct inquiries appropriately.
• Manage office supplies, inventory, and ordering of materials as needed.
• Assist with scheduling meetings, conference rooms, and company events.
• Coordinate mail distribution, shipping, and receiving activities.
• Maintain organized filing systems, records, and office documentation.
• Support travel coordination, meeting logistics, and employee communications.
• Assist leadership and departments with administrative tasks and special projects.
• Help maintain a professional, organized, and welcoming office environment.

HR Administrative Support

• Maintain confidential employee and recruiting files in compliance with company policies and legal requirements.
• Assist with HR reporting, data entry, and document management.
• Respond to employee and candidate inquiries in a timely and professional manner.
• Support additional HR initiatives and projects as assigned.

Qualifications

• High school diploma or equivalent required; associates or bachelors degree in Human Resources, Business Administration, or related field preferred.
• 25 years of administrative, recruiting, HR support, or office coordination experience preferred. With at least 2 years of recruitment experience.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite and HRIS/applicant tracking systems.
• Strong attention to detail and ability to multitask in a fast-paced environment.

Preferred Skills

• Experience coordinating onboarding or recruiting activities.
• Familiarity with employment laws and HR best practices.
• Customer service mindset with a positive and collaborative attitude.
• Ability to work independently while supporting multiple departments and priorities.
• Experience with ADP and ZOHO (a plus)

Work Environment

This position primarily operates in an office environment and may require occasional travel to recruiting events, job fairs, or company locations.