HR Assistant (52628)

Position Summary

The HR Administrative Assistant / Receptionist provides front-desk, clerical, and human resources administrative support to ensure efficient daily office operations and a positive experience for employees, candidates, and visitors. This role serves as a primary point of contact for incoming calls and visitors while supporting recruiting, onboarding, employee recordkeeping, attendance tracking, and general office administration.

The ideal candidate is organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment while maintaining confidentiality and accuracy in employee records and HR documentation.

Essential Duties and Responsibilities

Reception and General Office Administration

• Greet and assist employees, customers, candidates, and visitors in a professional and courteous manner.
• Answer, screen, and route incoming calls using a multi-line phone system and respond to inquiries or direct requests to the appropriate department or personnel.
• Manage inbound and outbound calls while maintaining excellent phone etiquette and customer service.
• Receive, organize, and distribute clothing orders, packages, deliveries, and incoming mail to the appropriate recipients.
• Maintain office and breakroom supplies by monitoring inventory and placing orders as needed.
• Update and maintain the Outlook calendar to ensure interviews, meetings, schedules, and related information are accurate and current.
• Provide general administrative support and complete additional projects and duties as assigned by management.

Human Resources Administration and Employee Records

• Maintain, organize, and file employee-related documentation, ensuring HR records are accurate, complete, and properly maintained in the Human Resources Information System (HRIS).
• Complete the administrative portion of the employee onboarding process, ensuring required new-hire documentation is accurate and completed in the HRIS.
• Assist the HR team and recruiters with new-hire background checks and employment eligibility verification through E-Verify.
• Maintain confidentiality when handling employee information, personnel files, and other sensitive HR documentation.
• Support HR administrative processes and assist with additional human resources projects as needed.

Recruiting and Interview Coordination

• Assist recruiters with managing candidate resumes and applicant information through the Applicant Tracking System (ATS).
• Schedule interviews and coordinate interview details with candidates, recruiters, and HR personnel.
• Confirm interview dates, times, and other relevant information to support an efficient and positive candidate experience.
• Maintain accurate candidate information and assist with recruiting-related administrative tasks as needed.

Attendance Tracking and Reporting

• Review and track employee attendance logs for accuracy and completeness.
• Document attendance-related write-ups and maintain supporting records in accordance with company procedures.
• Prepare and update weekly attendance reports and submit them to Human Resources on a weekly basis.
• Handle attendance-related documentation consistently and in accordance with applicable company policies.

Compliance, Training, and Additional Responsibilities

• Follow all company policies and procedures, including attendance, workplace safety, and confidentiality requirements.
• Participate in all required job-related training, including safety, technical, and role-specific training.
• Demonstrate flexibility in supporting additional administrative tasks, projects, and operational needs as assigned by management.

Qualifications

Required Qualifications

• Minimum of two (2) years of experience in an office environment performing administrative and computer-based tasks.
• Strong verbal and written communication skills.
• Excellent telephone etiquette and customer service skills.
• Experience handling incoming and outgoing calls using a multi-line phone system.
• Proficiency with computers and standard office software, including Microsoft Outlook.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks, manage competing demands, and meet deadlines in a fast-paced environment.
• Ability to remain professional, calm, and courteous when communicating with employees, customers, candidates, and visitors.
• Strong problem-solving skills and the ability to respond to requests with a sense of urgency.
• Ability to multitask effectively while answering phones, assisting visitors, and completing administrative responsibilities.
• Willingness to participate in all required training and take on additional projects as needed.
• Must be at least 18 years of age.

Preferred Qualifications

• Previous experience in a Human Resources Assistant, HR Administrator, or HR administrative support role.
• Familiarity with Human Resources Information Systems (HRIS).
• Experience with Applicant Tracking Systems (ATS) and recruiting coordination.
• Familiarity with employee onboarding, personnel records, attendance tracking, background checks, and E-Verify processes.

Work Schedule

• Generally scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., subject to business needs.
• Limited overtime may be required during peak season.

Key Competencies

• Professional communication and interpersonal skills
• Customer service and reception management
• Organization and attention to detail
• Time management and prioritization
• Confidentiality and discretion
• Multitasking and problem-solving
• Data entry and recordkeeping accuracy
• Adaptability and teamwork
• Sense of urgency and accountability