HR & Office Assistant

Job Description

Job Description

HR & Office Assistant

Part Time

9:00 am - 4:00 pm (30 min break)

Monday to Thursday

26 - 28 hours weekly

On-Site

Target:
(basic targets for job holder’s orientation)

Provide day-to-day Human Resources, recruiting, and office administrative support while ensuring efficient front office operations, employee onboarding, recruitment coordination, personnel record maintenance, employee engagement activities, and general office administration. Serve as the primary point of contact for visitors, vendors, candidates, and employees seeking HR or office assistance

Tasks:

(important main tasks in logical order)

• Support the Human Resources Manager with daily HR administrative functions.
• Coordinate and conduct new hire onboarding and orientation.
• Prepare onboarding documentation and ensure completion of all employment forms.
• Maintain employee personnel files and HR records in compliance with company policies.
• Assist with benefits administration, employee communications, and HR reporting.
• Track required training and maintain employee training records.
• Serve as primary receptionist by greeting visitors and answering incoming calls.
• Assist with hourly and salaried recruiting activities.
• Post job openings on company-approved recruiting platforms.
• Review applications and route qualified candidates to hiring managers.
• Schedule interviews and coordinate candidate communications.
• Conduct initial phone screenings for entry-level and hourly positions.
• Coordinate pre-employment requirements, including background checks, drug screens, and onboarding documentation.
• Maintain applicant tracking records and recruiting files.
• Participate in hiring events, job fairs, and community recruiting activities.
• Support hiring managers throughout the recruiting and selection process.
• Assist with employment verifications and recruitment-related reporting.
• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail and shipments.
• Maintain office supply inventory and place orders as required.
• Coordinate meeting rooms, schedules, and administrative support activities.
• Scan, file, and archive company records and confidential documents.
• Assist with employee recognition programs, company events, and employee engagement activities.
• Coordinate event logistics including vendors, catering, facility setup, and materials.
• Maintain reception and common office areas in a professional manner.
• Support special projects and other duties as assigned by management.

Competencies:

(Special Authorizations)

• Access to employee personnel records and confidential HR information.
• Authorized to coordinate onboarding and orientation activities.
• Authorized to communicate HR-related information as directed by the Human Resources Manager.
• Authorized to coordinate company events and administrative services.
• Authorized to coordinate recruiting activities and candidate communications.
• Authorized to schedule interviews and process pre-employment documentation.
• Authorized to maintain applicant records and recruiting files.

Responsibility:

(Area)

• Personnel file administration and document retention.
• New hire onboarding and orientation coordination.
• Reception and visitor management.
• Office administration and supply management.
• Mail distribution and records management.
• Employee engagement and event coordination.
• Confidential handling of employee and company information.
• Recruiting coordination and candidate experience.
• Applicant tracking and recruiting records maintenance.
• Pre-employment processing and onboarding support.
• Personnel file administration and document retention.
• Reception and visitor management.
• Employee engagement and event coordination

Professional /Job experience:

• Minimum two (2) years of experience in Human Resources, recruiting, office administration, receptionist duties, or a related field preferred.
• Experience supporting recruiting, onboarding, and employee records administration preferred.
• Experience with applicant tracking systems (ATS) and Microsoft Office applications preferred.

Required Training:

• HR Background at least 2 years.
• High School Diploma/GED
• Associates Preferred

Personal skills required:

• Strong interpersonal and customer service skills.
• Professional demeanor and positive attitude.
• Excellent verbal and written communication skills.
• High level of discretion and confidentiality.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks and work independently.
• Detail-oriented with a high degree of accuracy.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Team-oriented with strong problem-solving skills.

Work Environment:

• Office environment with frequent interaction with employees, visitors, and vendors.
• Combination of desk work, filing, document management, and event coordination activities.
• Regular use of computers, telephones, printers, scanners, and other office equipment.
• Occasional lifting of office supplies and materials up to 25 pounds.
• Part-time position, approximately 20-30 hours per week.