HR Administrative Assistant

Aloha & Mabuhay! Join Our 'Ohana at IFSH: HR Administrative Assistant

Integrated Facility Services Hawaii (IFSH) is listed as one of Hawaii’s Best Workplaces and Hawaii’s Fastest Growing Companies for 2025. We are the site management industry leaders in janitorial, landscaping, maintenance, and site management services. We offer competitive wages and a benefits package, management and technical training, and opportunities for advancement and growth.

At IFSH, we offer competitive wages and benefits, ongoing training, and real opportunities for advancement. We are looking for a reliable and motivated HR Administrative Assistant to join our team who will be responsible for maintaining employee records, coordinating onboarding, scheduling training and events, and supporting employees with HR policies and procedures.

Salary: $45,000 - $48,000

Job Type: Full-time

Shift and schedule: Monday to Friday 8:00 AM – 4:00 PM

Location: Honolulu, HI

Job Description:

• Support the hiring process by screening applicants, coordinating interviews, and assisting departments with recruitment needs

• Lead onboarding by preparing materials, conducting new hire orientations, and guiding new hires through policies and benefit enrollment

• Conduct weekly meetings with the team to review job openings, employment status changes, leave requests, and site updates

• Represent IFSH at job fairs and assist with recruitment events and initiatives

• Maintain accurate employee records and track changes such as hires, promotions, and terminations

• Assist with employee terminations by gathering separation details, collecting required documentation, processing terminations in the system, conducting exit interviews, and attending separation meetings as needed

• Support benefits administration by assisting employees with enrollment, eligibility, and inquiries related to medical, 401(k), TDI, and disability programs; serve as a point of contact for employee concerns, assist with investigations, and manage Workers’ Comp and TDI claims

• Track PTO, update personnel files, and assist with HR reports and compliance documentation

• Answer phones, greet guests, maintain office cleanliness, and provide daily support to staff and leadership

• Manage uniform distribution, incoming shipments, and inventory of supplies using Excel

• Provide general clerical support as needed

Required Skills/Abilities:

• Experience as an administrative assistant, HR assistant or similar role

• Demonstrate knowledge of employment law & HR practices

• Able to work independently and collaborate across departments

• Strong written and verbal communication skills

• Excellent interpersonal, organizational, and conflict resolution skills

• High attention to detail and ability to manage multiple tasks efficiently

• Maintains confidentiality and demonstrates professionalism and integrity

• Proficient in Microsoft Excel, Word, and Office Suite

• Proven work experience in payroll

• Possession of a valid driver’s license and access to a personal vehicle is preferred

Education and Experience:

• Bachelor’s degree and/or work equivalent

• At least one year of administrative support experience

• Experience with scheduling, spreadsheets and document management tools

Benefits:

• Free employee-only basic medical coverage for all new hires

• Competitive salary based on experience

• Medical, dental, and vision insurance

• Paid time off

• Paid holidays (including birthday holidays)

• 401k Retirement Fund with Company Contribution

• Free cancer insurance

• Employee referral program

• Professional development opportunities

• Supportive and collaborative work environment

Integrated Facility Services Hawaii is an EO employer – Minorities/Females/Veterans/Disabled and other protected categories.

Please visit our website www.ifshi.com to learn more about us, our culture, and the full list of career opportunities! Feel free to call us at (808) 892-9297 or email admin@ifshi.com for any questions.