HR & Office Assistant

Job description

About Us

Our Values:

We are...

• R adically Inclusive

• E mbracing Individuality

• M aking Life Fun

• A ctive Learners

• R esponsible Citizens

• K eepin It Real

• A head of the Curve

• B old

• L eading with Heart

• E xceeding Expectations Everyday

Job Purpose

Our HR & Office Assistant supports all High Spirits Hospitality businesses by keeping day-to-day HR & financial records accurate organized and moving forward. This role handles the regular bookkeeping tasks that help our accounting systems stay clean including transaction entry receipt tracking bill entry deposits reconciliations vendor records customer records and financial documentation. It is a strong fit for someone who is detail-oriented dependable comfortable with technology and able to keep up with the pace of several businesses operating at once.

What Youll Own

• Accurate timely coordination of background checks new-hire paperwork onboarding records required acknowledgments interview scheduling shared HR and office inboxes confidential files document tracking and day-to-day office support.

• Reliable administrative support for HR and finance workflows including clear status updates careful data entry organized records and prompt follow-up on missing information across multiple businesses and deadlines.

• Secondary bookkeeping support including transaction entry and coding receipt and invoice matching AP/AR assistance vendor and customer record maintenance financial filing and follow-up on missing financial documents.

• Accurate timely coordination of background checks new-hire paperwork onboarding records required acknowledgments interview scheduling shared HR and office inboxes confidential files document tracking and day-to-day office support.

• Reliable administrative support for HR and finance workflows including clear status updates careful data entry organized records and prompt follow-up on missing information across multiple businesses and deadlines.

• Secondary bookkeeping support including transaction entry and coding receipt and invoice matching AP/AR assistance vendor and customer record maintenance financial filing and follow-up on missing financial documents.

Key Responsibilities

Human Resources Tasks

• Process background checks and collect review for completeness and route new-hire paperwork for appropriate approval.

• Coordinate onboarding records required acknowledgments interview times orientation steps and other scheduled hiring activities.

• Communicate professionally and promptly with job candidates assist with job postings and maintain candidate status updates as directed.

• Monitor shared HR and office email inboxes; respond within assigned scope and route questions or requests to the appropriate manager.

• Maintain confidential personnel and applicant files with discretion accuracy consistent naming and appropriate access practices.

• Track missing documents licenses certifications acknowledgments renewals and deadlines; provide timely reminders and status reports.

• Support employee questions by gathering basic information and routing each matter to the correct manager or leadership contact without making hiring disciplinary payroll legal-compliance or policy decisions.

• Set-up and prepare for employee orientations and training.

Accounting & Office Administration

• Provide general office administration including filing data entry supply coordination meeting support incoming and outgoing mail document preparation and special projects.

• Provide secondary bookkeeping support by entering and coding transactions in Quickbooks matching receipts and invoices assisting with accounts payable and accounts receivable tasks.

• Resolve missing receipts unclear charges invoice questions event billing issues payroll questions vendor discrepancies and other financial follow-up items.

• Use Microsoft Office and applicable HR and accounting systems to maintain accurate records trackers correspondence and reports.

• Run errands including bank and post office runs.

• Provide support with business and government licensing and registration tasks such as registering vehicles completing business license application etc.

• Perform other accounting bookkeeping administrative reporting or special project duties as assigned based on business needs.

• Periodically work events in a support capacity.

Professional Standards & Company Expectations

• Take ownership of assigned work follow through on commitments and communicate proactively when support or clarification is needed.

• Represent High Spirits Hospitality with professionalism and reflect our brand values in your work communication decision-making and service to others.

• Communicate quickly and professionally with clients guests teammates vendors and partners recognizing that some work-related communication may occur after hours due to the event-based nature of our business.

• Handle client vendor and employee concerns with professionalism sound judgment and timely escalation when needed.

• Support a positive inclusive and accountable work environment that aligns with our company culture and standards.

• Be dependable solutions-focused and adaptable as business needs priorities and event conditions change.

• Use company technology communication platforms and digital systems consistently accurately and responsibly to complete your work and stay informed.

• Submit digital documents reports checklists receipts and other required records accurately and on time.

• Attend required company meetings trainings and check-ins as scheduled and come prepared to actively participate.

• Stay well-versed in company offerings policies safety standards and service expectations and follow updates as they are communicated.

• Handle company client and employee information with professionalism discretion and appropriate confidentiality.

• Follow all applicable laws licensing requirements and company procedures related to your work including safety sanitation alcohol service and workplace conduct standards.

• Use company property equipment and workspaces responsibly and help maintain them in clean organized working condition.

• Support alcohol service or alcohol-related event duties as needed in accordance with company policy and applicable law.

• Maintain a professional appearance and present yourself in a way that reflects our hospitality standards and brand.

• Perform other duties and support additional shifts or assignments as needed based on business needs.

Success in This Role Looks Like

• Candidates and new hires receive timely professional communication and clearly scheduled next steps.

• Background checks onboarding documents acknowledgments licenses certifications and deadlines are tracked accurately with missing items followed up promptly.

• Shared inboxes personnel and applicant files office records and financial support documents remain organized current confidential and easy for authorized team members to use.

• Managers HR finance and leadership receive responsive support reliable status updates and appropriately routed questions without delays or overstepping decision authority.

• Routine office and bookkeeping-support tasks are completed accurately across multiple businesses even when priorities and deadlines overlap.

Typical Schedule

This is a full-time primarily business-hours office role. The regular schedule is centered on standard weekday office coverage with dependable availability during core business hours. We are able to offer slightly flexible hours if the right candidate has family obligations that we are able to accommodate. Frequent schedule adjustments may be needed to support orientations events and other company functions. This is an in-person position.

Compensation & Benefits

• This is a non-exempt position that pays $19-$21 an hour.

• May be eligible to receive tips for certain shifts or assignments.

• Eligible to participate in our Employee Referral Bonus programs.

• Weekly pay.

• Full-time employees are eligible for:

  • Health insurance stipend through our Blue Cross ICHRA plan.

  • Eligible to enroll with Palmetto Proactive Healthcare for just $30 a month.

  • Accrued Paid Time Off and Paid Holidays.

  • Paid parental leave with a flexible return-to-work program.

Job requirements

Were looking for someone with the experience drive and heart to thrive in a fast-paced people-centered role. To be successful you should:

• Have 1 years of experience in a relevant role specifically in hospitality human resources or office administration.

• Lead with respect and inclusivitywe proudly serve clients of all backgrounds identities beliefs and relationships and team members must be able to support all clients with professionalism and care.

• Be comfortable using Microsoft Office tools and other technology to stay organized and efficient. Experience with Quickbooks is a plus.

• Be able to communicate clearly and professionally in English both verbally and in writing to perform the essential functions of the role.

• Be highly organized analytical and ready to tackle challenges with creative problem-solving.

• Present yourself professionally and confidently.

• Have the flexibility to work frequent evenings and weekends to accommodate client needs.

• Have a valid drivers license and reliable vehicle for daily travel between venues and our corporate office.

• Have a cell phone with voice text and data capabilities available for work use.

• Be able to perform the essential functions of the role with or without reasonable accommodation including standing and walking for extended periods and occasionally lifting or carrying up to 50 lbs.

• Hold a high school diploma or GED. A college degree is not requiredwe care more about your experience and attitude.

• Be able to successfully pass a background check consistent with applicable law and the requirements of the role.

• Be able to successfully pass a drug screening consistent with applicable law and company policy.

• Must be authorized to work in the United States.

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Required Experience:

Junior IC