Human Resources Administrative Specialist

Job Title: HR Administrative Specialist

Job Type: Full-Time Contract (12+ Months)

Location: Tampa, FL (100% On-site)

Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST

Work Environment: Professional corporate office / front desk reception

Job Overview

We are seeking a proactive, detail-oriented HR Administrative Specialist to support core human resources operations and serve as a front-line ambassador for our organization in Tampa, FL. In this role, you will handle front desk reception, coordinate new hire onboarding, assist with recruiting operations, and provide day-to-day administrative support to HR leadership.

The ideal candidate works well independently, exercises sound judgment with minimal supervision, and maintains strict confidentiality across all HR functions.

Key Responsibilities

Front Office & HR Administration

• Serve as the primary front desk receptionist: welcome visitors, route incoming switchboard calls, manage correspondence, and maintain organized digital and physical personnel files.
• Provide administrative support to executive leadership and cross-functional HR team members.
• Handle inquiries regarding policies, personnel matters, facilities, and procedures, resolving routine questions independently.
• Draft, edit, and format professional correspondence, memos, forms, and presentations using standard office productivity suites.

Onboarding, Recruiting & Personnel Support

• Facilitate New Employee Orientation (NEO) and manage end-to-end onboarding documentation, including I-9 completion and E-Verify processing.
• Assist with recruiting coordination, interview scheduling, and basic applicant tracking workflows.
• Process employment verifications and assist with documentation related to wage garnishments and employee status changes.
• Support the coordination of internal and external events, such as job fairs, open enrollment, benefits presentations, and company wellness initiatives.

Purchasing & Logistics

• Assist with department purchasing: obtain price quotes, enter system requisitions, coordinate approvals, and assist with procurement card (P-Card) reconciliation.
• Coordinate business travel logistics and process staff reimbursement requests.

Required Qualifications

• Education & Experience: High School Diploma (or equivalent) with at least 5 years of related administrative/HR experience, OR an Associate Degree in a related field with 3+ years of experience.
• HR Administration: 3+ years of experience handling human resources administrative and coordination workflows.
• HRIS Systems: 3+ years of hands-on experience using HR information systems (experience with ADP platforms is required).
• Onboarding & Compliance: 2+ years of experience conducting new employee orientation, onboarding workflows, and processing I-9/E-Verify documentation.
• Recruiting Support: 1+ year of experience supporting staff recruiting coordination.
• Front Desk / Reception: 1+ year of experience managing reception desks, switchboards/call routing, and file systems.
• Technical Proficiency: Skilled with standard office hardware (desktop computers, badge printers, multifunction scanners/copiers) and software (Word, Excel, PowerPoint).
• Strong written and verbal communication skills with a proven track record of handling highly confidential records.

Preferred Qualifications

• Experience utilizing Laserfiche document management software.
• Prior experience conducting formal employment and background verifications.
• Familiarity with public-sector or regulated organizational environments.