HR Generalist / Administrative Assistant

Job Description

Job Description

We are looking for a highly organized HR Generalist / Administrative Assistant to join an on-site team in Ohio. This contract-to-permanent position supports a busy human resources function by helping coordinate recruiting activities, employee onboarding, travel arrangements, and day-to-day administrative operations. The role is ideal for someone who communicates confidently, manages sensitive information with discretion, and stays accurate while balancing multiple priorities in a fast-paced environment.

Responsibilities:
• Coordinate interview calendars, support hiring events, and assist with onboarding preparation to create a smooth start for new employees.
• Monitor the status and renewal timelines of required licenses, medical documents, passports, and certifications, and communicate upcoming deadlines to employees and leadership.
• Arrange business travel such as flights, hotel stays, ground transportation, and itineraries while ensuring alignment with company guidelines.
• Maintain personnel records and update employee information in HR and scheduling systems with a high level of accuracy and confidentiality.
• Provide administrative support for payroll-related documentation, timekeeping updates, scheduling adjustments, and employee availability records.
• Prepare business documents, reports, presentations, and correspondence, and organize meetings by handling scheduling and recording key discussion points.
• Assist with orientation sessions, pre-employment processes, and responses to questions from field or onboard employees in a thorough manner.
• Support audit preparation, compliance tracking, vessel-related visit coordination, and other special projects that strengthen HR operations.• 2–4 years of experience in administrative support, HR coordination, or a closely related role.
• Strong organizational skills with the ability to manage deadlines, details, and multiple workstreams effectively.
• Clear written and verbal communication skills with a detail-focused and approachable style.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Experience working with an HRIS, payroll platform, or employee recordkeeping system.
• Ability to handle confidential information with discretion and maintain accurate documentation.
• Comfortable working both independently and collaboratively in an on-site, team-oriented environment.
• Background in compliance-driven coordination, employee onboarding, scheduling, or travel logistics is preferred; maritime industry exposure is a plus.