HR Assistant

Job Description

Job Description

Position Overview

The HR Assistant provides essential administrative and operational support to the Human Resources department at Caribbean Food Delights. This role supports the full employee lifecycle, from recruitment and onboarding to recordkeeping, benefits assistance, and employee engagement. The HR Assistant serves as a key point of contact for employees and applicants, ensuring timely communication, accurate documentation, and a positive HR experience. Responsibilities include maintaining personnel files, assisting with job fairs, coordinating employee milestones such as birthdays and anniversaries, and supporting compliance and reporting activities. The ideal candidate is bilingual in English and Spanish, highly organized, detail-oriented, and committed to maintaining confidentiality and delivering excellent customer service.

Key Responsibilities

• Union workforce support — Interact professionally with union employees and ensure HR practices align with the Collective Bargaining Agreement (CBA).
• CBA compliance — Apply and follow CBA provisions when handling attendance, discipline, seniority, job postings, grievances, and other union-covered matters.
• HR phone support — Answer HR department calls and respond to inquiries.
• Employment application intake — Manage incoming applications and assist candidates throughout the process.
• New hire onboarding — Assist with orientations, prepare materials, and process follow-up paperwork.
• Personnel records management — Maintain, update, audit employee files and HR documentation.
• Confidentiality compliance — Protect sensitive employee information at all times.
• Recruitment support — Communicate with applicants, employees, managers, and outside agencies.
• Job posting preparation — Draft, update, and publish job postings across platforms and internally.
• Employment verifications — Respond to reference checks and employment status requests.
• HR project assistance — Support HR Manager with ongoing initiatives and special projects.
• Benefits administration — Assist with benefits, FMLA, and workers’ compensation processes.
• Employee inquiries — Provide timely and accurate responses to employee questions.

Additional Integrated Responsibilities

• Timekeeping support — Assist with communicating any discrepancy to HR/Payroll.
• Policy communication — Help distribute and track acknowledgments of updated policies.
• Training coordination — Schedule training sessions and maintain training records.
• HRIS data entry — Enter and update employee information in HR systems.
• Exit process support — Assist with offboarding, termination paperwork, and collection of company property.
• Employee engagement support — Help coordinate employee events and recognition activities.
• Handle employee birthdays and anniversaries — Track and acknowledge employee milestones.
• Assist in job fair events — Support planning, setup, and participation in recruitment events.
• Compliance tracking — Monitor required postings, certifications, and regulatory documentation.
• Document preparation — Draft letters, memos, and standard HR correspondence.
• HR reporting — Assist with generating HR metrics and reports.
• Vendor coordination — Support interactions with benefits providers and staffing agencies.
• Badge and access management — Request employee badges or access cards.

Collaboration

• Cross-department support — Work closely with all departments to provide HR guidance, support staffing needs, and ensure smooth communication.
• Team partnership — Collaborate daily with the HR team to coordinate tasks, share updates, and maintain consistent HR processes.
• Union collaboration — Work respectfully and professionally with union representatives and employees, supporting consistent application of the CBA.
• Employee interaction — Build positive working relationships with employees at all levels, offering assistance and fostering a supportive workplace culture.
• Manager coordination — Partner with supervisors and department managers to support recruitment, onboarding, training, and employee relations needs.
• External collaboration — Communicate with outside agencies, job fair organizers, benefit providers, and staffing partners as needed.
• Event teamwork — Work collaboratively during job fairs, orientations, and employee events to ensure smooth execution and a positive experience.

Qualifications & Experience

• Minimum 3 year of HR-related experience
• Associate’s degree or equivalent
• Strong organization, accuracy, and attention to detail
• Proficient computer skills
• Knowledge of federal and state employment regulations
• Excellent customer service and interpersonal communication skills
• High ethical standards and ability to maintain confidentiality
• Bilingual in English & Spanish
• High proficiency in HRIS platforms, Microsoft Office 365 (Word, Excel, PowerPoint).
• Ability to manage multiple projects and priorities simultaneously in a fast-paced environment.

ADA Physical & Environmental Requirements

• The physical demands and work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

Physical Requirements

• Mobility — Ability to sit, stand, walk, and move between office areas throughout the workday.
• Lifting — Must be able to lift, carry, and move up to 20 lbs. occasionally (files, supplies, event materials).
• Repetitive motion — Frequent use of hands for typing, filing, and handling documents.
• Computer use — Extended periods of working at a computer, including keyboard and mouse use. Ability to operate standard office equipment including a computer, photocopier, calculator, etc.
• Communication — Regular talking, hearing, and interacting with employees, applicants, and visitors.
• Event support — Ability to stand for extended periods and assist with setup/cleanup during job fairs or employee events.

Work Environment

• Office setting — Work is primarily performed in a professional office environment within a food manufacturing facility.
• On-site presence — This role requires regular on-site attendance to support employees, managers, and HR operations.
• Facility interaction — Occasional entry into production areas may be required for employee support or HR activities; appropriate PPE is provided when needed.
• Noise level — The office environment is generally quiet to moderate, with higher noise levels when entering production areas.
• Team-oriented environment — Frequent interaction with employees, supervisors, and visitors in a collaborative, service-focused setting.
• Confidential workspace — Work must be performed in a manner that protects sensitive HR information and maintains confidentiality at all times.