HR Operations Assistant/Receptionist

HR Operations Assistant / Receptionist

Location: San Diego, CA, 92121 Duration: 12 Months Contract Schedule: Full-Time | 40 Hours/Week | 1st Shift XXXX: $20.00 - $21.00/hr. on w2.

Position Overview

Seeking a professional and customer-focused HR Operations Assistant / Receptionist to serve as the first point of contact at the Summers Ridge location. This position plays a critical role in maintaining a welcoming, organized, and secure office environment while supporting Human Resources, Accounts Payable, Accounts Receivable, Facilities, Safety, and additional internal departments.

The ideal candidate will possess strong administrative, front desk, communication, and multitasking skills, with the ability to manage confidential information professionally in a fast-paced office setting.

Key Responsibilities

Front Desk & Visitor Services

• Serve as the primary front desk representative and first point of contact for visitors, vendors, applicants, customers, and employees.
• Greet, receive, and direct guests to appropriate departments and contacts.
• Operate and manage the main switchboard and incoming calls professionally.
• Maintain a courteous and professional front office presence while ensuring facility safety and security.

Administrative & Human Resources Support

• Provide clerical and administrative support to Human Resources and other departments.
• Assist with HR onboarding activities and Talent Acquisition coordination.
• Support large meetings, training sessions, and events held in conference rooms.
• Coordinate and distribute communication flyers and on-site event postings across facilities.
• Maintain confidentiality while handling employee and organizational information.

Mail, Shipping & Distribution

• Process incoming and outgoing mail and coordinate daily mail distribution.
• Create shipping labels and prepare FedEx packages for Human Resources and internal departments.
• Scan and email California EDD mail to the Termination Team.
• Forward out-of-state employment-related mail to MyHR.
• Coordinate courier and package distribution activities.

Accounts Receivable (AR) Support

• Receive checks via mail and in-person deliveries.
• Log checks into AR spreadsheets and scan deposit documentation.
• Email scanned checks and supporting documentation to Accounts Receivable teams.
• Prepare deposits once check logs reach required thresholds.
• Scan and route WEX checks to Benefits teams.

Accounts Payable (AP) Support

• Receive and distribute Accounts Payable checks to internal departments.
• Scan and email AP documentation to designated contacts.
• Open, date-stamp, and file invoices and statements appropriately.
• Coordinate utility invoice communications and AP mail distribution.

Badge Management & Security Support

• Issue and track temporary badges for employees, contractors, and visitors.
• Verify employee status using Workday and photo identification.
• Maintain badge tracking logs in Excel.
• Coordinate contractor badge requests and communicate with Security teams.
• Assist with permanent badge creation when Facilities staff are unavailable.

Safety, Events & Catering Support

• Support Safety Department activities including evacuation roster coordination.
• Assist with internal and external catering coordination for meetings and events.
• Support conference room setup and meeting logistics.

Mass Communications & Office Coordination

• Create and maintain weekly communication flyers and facility announcements.
• Coordinate distribution of company-wide communications.
• Support office announcements, event coordination, and employee engagement activities.

Required Qualifications

• High School Diploma or equivalent required.
• Previous receptionist, administrative, office support, or customer service experience preferred.
• Strong proficiency with: Microsoft Outlook, Microsoft Word, Microsoft Excel.
• Excellent organizational and multitasking skills.
• Strong verbal and written communication abilities.
• Ability to handle confidential and sensitive information with discretion.
• Professional demeanor with strong customer service orientation.

Preferred Qualifications

• Experience supporting HR, administrative, or office operations teams.
• Experience working in corporate office or healthcare environments.
• Strong interpersonal and hospitality skills.
• High attention to detail and ability to prioritize tasks efficiently.
• Adaptability and ability to work collaboratively across departments.

Key Skills

• Front Desk Operations
• Reception & Visitor Management
• Administrative Support
• Human Resources Coordination
• Accounts Payable & Receivable Support
• Microsoft Office Suite
• Badge & Access Management
• Mailroom & Shipping Coordination
• Customer Service & Hospitality
• Event & Meeting Coordination
• Multitasking & Organization
• Confidential Information Handling

Work Environment

• Professional office environment.
• Extensive computer, phone, and administrative work.
• Approximately 50% customer interaction and phone communication.
• Long periods of sitting, typing, and front desk support responsibilities.
• Occasional light lifting of office files and materials.