HR Administrator Bilingual (Englis/Spanish)

Job Description

Job Description

Brief description

The HR Administrator delivers day-to-day HR operational and records support with an administrative and compliance focus. Responsibilities include recruiting and staffing, onboarding/offboarding, HRIS and personnel file maintenance, benefits and leave administration, workers’ compensation intake, employee relations triage, performance and training administration support, reporting/analytics, and vendor coordination. The HR Administrator works closely with managers and employees to resolve issues, support performance appraisal processes, and ensure accurate, timely HR services.

Key responsibilities

HR Operations & Records

• Maintain accurate, compliant employee records in the HRIS and personnel files; perform regular audits to ensure data integrity.

• Manage I-9 verification, document retention and confidentiality protocols; assist with annual file audits.

• Maintain and update org charts, headcount spreadsheets and other tracking databases.

Recruiting & Staffing

• Post job openings, screen resumes, conduct screening calls, schedule interviews and assist in interview processes.

• Perform medium-to-high volume full-cycle recruitment: sourcing, behavioral interviewing, candidate evaluation and selection support.

• Gather applicant information, contact references, communicate hiring status to candidates, and administer hiring paperwork.

• Create and maintain applicant tracking and job opening tracking databases; represent the organization at career fairs and recruitment events when needed.

Onboarding & Offboarding

• Administer new hire paperwork, benefits elections and new-hire packet distribution; orient new employees and introduce them to staff.

• Coordinate IT/facilities setup, equipment issuance and first-week logistics.

• Assist with exit interviews; document and summarize exit feedback for People leads and update turnover tracking.

Benefits, Leave & Workers’ Compensation

• Coordinate benefits enrollments/changes with vendors and counsel employees on benefits questions.

• Administer leaves of absence intake (FMLA, parental, medical), maintain confidential documentation and coordinate return-to-work steps.

• Monitor and document workplace incidents and escalate/report to internal claims contact and workers’ compensation carrier (LUBA) as required.

Employee Relations & Performance Support

• Provide front-line employee support and customer service: answer employee questions, triage issues and escalate as needed.

• Support performance appraisal administration and recordkeeping; assist managers with performance-related processes.

• Provide administrative support for training and development programs (scheduling, enrollment and recordkeeping) but not instructional ownership.

Reporting, Analytics & Continuous Improvement

• Produce recurring and ad-hoc HR reports (headcount, turnover, training completion, compliance, absence) and maintain dashboards.

• Monitor HR metrics, identify trends and recommend process improvements.

• Draft and maintain SOPs, templates and employee communications for HR operations.

Vendor & Systems Management

• Maintain relationships with HR vendors (payroll, benefits brokers, workers’ comp) and track invoices and service levels.

• Maintain HR systems and tracking databases; update and enter data to keep systems current.

Other duties

• Perform other administrative tasks as required and assigned.

Required qualifications

• Education: Associate degree in Human Resources, Business Administration or related field required; Bachelor’s preferred.

• Experience: Minimum three (3) years’ human resources experience, including full-cycle recruiting; or an equivalent combination of education and experience.

• Technical: Hands-on experience with HRIS and payroll systems (Paychex/Paychex Flex preferred), applicant tracking or recruiting tools, Excel (pivot tables/basic formulas), Google Workspace/Microsoft Office; social media familiarity for job advertising.

• Knowledge: Working knowledge of employment recordkeeping, leave administration and basic employment laws.

• Other: Experience working independently and in a team-oriented environment.

• Bilingual (English/Spanish) preferred

Top skills & proficiencies

• Multi-tasking and strong organizational/prioritization skills

• Excellent written and verbal communication and interpersonal skills

• Customer-service orientation and employee-focused problem solving

• Proactive, creative thinker with strong attention to detail

• Discretion and confidentiality with sensitive employee data

Typical week

• Mornings: respond to employee inquiries, review HRIS activity and process time-sensitive paperwork.

• Midday: coordinate new hire setup with IT/facilities, manage candidate scheduling and liaise with payroll/vendors.

• Afternoons: update reports and tracking databases, follow up on open items (documents, leaves, exits) and support People team priorities.

• Weekly: People team sync, compliance checks and status updates to people leaders.

Tools & systems

Paychex/Paychex Flex, HRIS platforms, ATS/recruiting tools, Slack/Microsoft Teams, Zoom, Google Workspace/Microsoft Office.

Career growth

This administrative role provides exposure to recruiting, HR operations and HRIS work and is a pathway to HR Generalist, Recruiting Coordinator, HRIS Analyst or People Operations roles.

Equal employment opportunity

Ideal Market Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.