HR & Administration Assistant

Job Summary:

We are seeking a detail-oriented and highly organized HR and Administrative Assistant to support our Human Resources department and overall office operations. This role plays a critical part in assisting the HR Manager with daily administrative functions, managing recruiting efforts, and ensuring smooth coordination of HR processes. The ideal candidate thrives in a fast-paced, time-sensitive environment, can manage multiple priorities simultaneously, and maintains a high level of professionalism and confidentiality.

Essential Functions:

Human Resources Support

• Assist the HR Manager with day-to-day HR administrative tasks
• Maintain and update employee records, ensuring accuracy and confidentiality
• Maintain Form I-9 documentation in compliance with federal requirements
• Prepare and assemble onboarding and termination packets and documentation
• Support onboarding and offboarding processes, including new hire paperwork and orientation coordination
• Ensure all employee training requirements are tracked, met, and maintained
• Ensure compliance with company policies and applicable employment laws

Recruitment & Talent Acquisition

• Manage the full-cycle recruiting process across the organization
• Post and manage job openings using Paycom
• Review and screen resumes and applications
• Schedule and coordinate interviews with hiring managers
• Communicate with candidates throughout the hiring process
• Help maintain a strong and organized candidate pipeline
• Support company-wide recruiting initiatives and hiring deadlinesAdministrative Support
• Provide general administrative support to the HR Manager and leadership team
• Coordinate meetings, manage calendars, and prepare reports as needed
• Maintain organized filing systems (electronic and physical)
• Perform data entry and demonstrate strong typing skills
• Handle outgoing mailings, including processing and coordinating shipments via FedEx
• Assist with special projects and other administrative duties as assigned
• Coordinate the ordering of office supplies

Communication & Employee Support

• Communicate professionally with employees at all levels of the organization
• Support HR initiatives, programs, and company events
• Ability to handle confidential and sensitive information with discretion and professionalism

The duties and responsibilities described above may provide only a partial description of this position. This is not an exhaustive list of all aspects of the job. Other duties and responsibilities not outlined in this document may be added as necessary or desirable, with or without notice.

Qualifications & Requirements

• Minimum 1 year of hands-on experience with Paycom (required)
• At least 1–2 years of experience in HR, administrative support, or a related role
• Technical Skills
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong typing and data entry skills

• Ability to quickly learn and navigate HR systems and tools
• Strong organizational and time management skills along with exceptional attention to detail and accuracy
• Ability to juggle multiple projects and priorities simultaneously and proven ability to meet deadlines without follow-up
• Ability to work independently with minimal supervision along with strong problem-solving and critical-thinking skills
• Bilingual in English and Spanish (highly desired)
• Excellent verbal and written communication skills
• Comfortable interacting with employees, candidates, and leadership
• Ability to thrive in a fast-paced, deadline-driven, and time-sensitive environment
• Self-motivated with the ability to work independently and as part of a team
• High level of professionalism and discretion when handling confidential information
• Ability and willingness to travel to different site locations as needed
• Willingness to work overtime when required
• Valid driver’s license, clean motor vehicle record (MVR) and proof of current auto insurance

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and listen. The employee is frequently required to sit, walk, climb stairs, use hands and fingers, bend, stoop and reach with hands and arms. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday. The employee may occasionally lift or move office products and supplies up to 25 pounds. Proper lifting techniques required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.