Administrative and HR Assistant (Part-Time)

Job Summary: Delavic is seeking a proactive Administrative & HR Assistant to support daily office operations and human resources functions. This role ensures smooth administrative processes, compliance with regulatory requirements, and effective support for projects and personnel. The position is designed as a support role, reporting directly to the General Manager, and contributes to organizational efficiency and team culture.

Responsibilities: These are some of the key responsibilities of the position and may be complemented with additional tasks as required by the company’s operations.

General Administration

• Coordinate schedules for meetings, travel, and internal activities.
• Supervise inventory of supplies and handle minor purchases.
• Maintain physical and digital files of contracts, licenses, corporate documents, insurance policies, as well as records of subcontractors and subconsultants.
• Support the management of service acquisitions, including comparative analysis and contracting.
• Contribute strategies for administrative improvements, optimizing internal processes and proposing practical solutions.
• Assign, monitor, and coordinate staff using a task management software (Teamwork) to ensure productivity and compliance.
• Support the coordination of inspections and projects, ensuring documentation and administrative logistics.
• Provide administrative support in projects and document control.
• Prepare and distribute internal reports, summaries, and meeting minutes to ensure clear communication.
• Coordinate office maintenance, vendor relations, and service contracts to ensure smooth operations.
• Assist in budget tracking and expense reporting for administrative activities.

Human Resources

• Coordinate recruitment and onboarding processes (documentation, access, induction).
• Maintain attendance, vacation, and leave records.
• Support performance evaluations and internal communications.
• Organize team culture and motivational activities.
• Manage payroll and benefits in coordination with the Accounting Assistant.
• Ensure compliance with labor laws and company policies.
• Maintain and update employee personnel files.
• Assist in developing and implementing HR policies and procedures.
• Coordinate employee training and development initiatives.
• Support conflict resolution and employee relations.

Compliance and Official Records

• Keep company records updated in platforms such as SAM, USDOT, NTSP, and other regulatory agencies.
• Manage and utilize digital registration platforms such as Coupa, ISNetworld, and similar systems to meet client and contractor requirements.
• Ensure timely renewal of licenses, permits, and certifications required for company operations.
• Maintain compliance documentation and prepare reports for audits and regulatory inspections.
• Monitor changes in applicable regulations and update internal records and procedures accordingly.
• Coordinate with external consultants or regulatory agencies to ensure full compliance with industry standards.

Requirements

Education & Experience

• Associate or bachelor’s degree in administration, human resources, or related fields.
• 2–4 years of proven experience in administrative management and HR functions.

Technical Skills

• Advanced proficiency in MS Office (Word, Excel, and PowerPoint mandatory).
• Proficiency in Google Workspace.
• Strong command of internet use and digital registration platforms (Coupa, ISNetworld, SAM, USDOT, NTSP, among others).
• Familiarity with project / task management software (Teamwork preferred).

Administrative & Compliance Skills

• Experience in procurement processes, including comparative analysis and contracting of services.
• Ability to maintain and organize corporate records, insurance policies, subcontractor and subconsultant files, and compliance documentation.
• Strong organizational, multitasking, and document control skills.
• Ability to contribute strategies for administrative improvements and process optimization.
• Knowledge of compliance practices, including license renewals, audit preparation, and regulatory updates.

Human Resources Skills

• Knowledge of HR practices, including recruitment, onboarding, and personnel file management.
• Experience coordinating employee training and development initiatives.
• Ability to support performance evaluations, employee relations, and conflict resolution.
• Skills in organizing team culture and motivational activities.
• Bilingual preferred (Spanish/English).

Compensation

• Part‑time position (20–25 hours per week).
• Salary range: $1,000–$1,800 per month.
• Final compensation will be determined based on the candidate’s qualifications, experience, and skills.

Job Types: Part-time, Contract

Pay: $1,000.00 - $1,800.00 per month

Expected hours: 20 – 25 per week

Benefits:

• Professional development assistance

Education:

• Bachelor's (Required)

Experience:

• Administrative: 2 years (Required)
• Human resources: 2 years (Required)

Language:

• English (Required)
• Spanish (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person