Human Resource Assistant

Job Title: Human Resources Assistant

Reports To: Director of Human Resources

Works Closely With: District Managers, General Managers, Payroll, and Operations Leadership

Position Summary

The Human Resources Assistant provides administrative and operational support for the HR department across eight Jimmy John's franchise locations. This role is responsible for supporting the full employee lifecycle, including recruitment, onboarding, employee records management, compliance, payroll support, and employee engagement. The HR Assistant serves as a trusted resource for managers and team members while helping ensure consistent HR practices and compliance throughout the organization.

The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and passionate about delivering exceptional internal customer service in a fast-paced, multi-unit restaurant environment.

Essential Responsibilities

Recruitment & Staffing

• Coordinate recruiting efforts for hourly and management positions across eight franchise locations.
• Post job openings on recruiting platforms and maintain active job advertisements.
• Screen applicants, schedule interviews, and communicate with candidates throughout the hiring process.
• Coordinate hiring events and recruiting initiatives with District Managers and General Managers.
• Monitor staffing levels and assist leadership with recruiting strategies to meet hiring goals.

Onboarding & Employee Administration

• Coordinate and facilitate the onboarding process for all new hires.
• Ensure completion of new hire paperwork, I-9 verification, and employment documentation.
• Maintain accurate and confidential employee personnel files.
• Process employee status changes, promotions, transfers, and separations.
• Track required training and onboarding completion.

HR Operations

• Serve as the primary point of contact for routine employee HR questions.
• Assist with payroll preparation by reviewing employee information, timekeeping, and documentation.
• Support benefits enrollment, employee changes, and leave administration.
• Generate HR reports, maintain databases, and ensure data accuracy within HRIS and payroll systems.
• Assist with maintaining employee handbooks, policies, and HR forms.

Compliance

• Ensure compliance with federal, state, and local employment laws.
• Maintain accurate employment records and required documentation.
• Assist with unemployment claims, workers' compensation reporting, and employment verifications.
• Support compliance audits and record retention requirements.
• Promote consistent application of company policies across all locations.

Employee Relations & Engagement

• Support employee recognition and engagement initiatives.
• Assist with performance review administration and documentation.
• Coordinate employee communications, training sessions, and company events.
• Partner with the Director of HR and District Managers to foster a positive workplace culture.
• Escalate sensitive employee relations matters to the Director of HR as appropriate.

Administrative Support

• Manage HR calendars, meetings, and training schedules.
• Prepare reports, presentations, and HR metrics for leadership.
• Order onboarding materials and office supplies.
• Support special HR projects and organizational initiatives.

Qualifications

• Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• 1–3 years of human resources, recruiting, or administrative experience.
• Restaurant, hospitality, retail, or multi-unit experience preferred.
• Working knowledge of employment laws and HR best practices.
• Experience with HRIS, payroll, and applicant tracking systems preferred.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Ability to maintain strict confidentiality and exercise sound judgment.

Core Competencies

• Organization and attention to detail
• Time management and prioritization
• Professional communication
• Customer service mindset
• Problem-solving
• Adaptability
• Confidentiality and integrity
• Team collaboration

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Occasionally lift up to 25 pounds.
• Ability to travel between franchise locations as needed.

Benefits

• Competitive pay based on experience
• 401(k) with company match (if offered)
• Professional development and career growth opportunities

Equal Employment Opportunity

We are committed to providing equal employment opportunities to all applicants and employees. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Benefits

• Flexible schedule
• Paid training
• Mileage reimbursement