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Overview:
We are looking for an HR Administrative Assistant to perform a variety of personnel-related administrative tasks and front-desk reception duties. You will support the HR and Recruiting departments in duties like posting job ads, updating databases, and processing employees requests.
We are looking for an HR Administrative Assistant to perform a variety of personnel-related administrative tasks and front-desk reception duties. You will support the HR and Recruiting departments in duties like posting job ads, updating databases, and processing employees requests.
Our HR Administrative Assistant position requires excellent organizational skills and the ability to handle sensitive information confidentially. If you are passionate about HR policies and procedures and want to work in a dynamic, fast-paced workplace, this position is for you.
The ideal candidate will have previous experience in a similar role and be able to prioritize tasks in a changing environment, maintain a positive attitude, and have a strong customer service and team collaboration focus.
Responsibilities:
Provide administrative support to HR and Recruiting teams
Maintain employee records
Coordinate and administer employee support programs
Updating HR databases and communications (e.g. new hires, separations, vacation)
Collaborate with the Recruiters to post job ads on career pages
Answer employee and third-party HR-related queries (employment verification, hours letters etc.)
Greet, welcome, and direct guests
Answer, screen and forward incoming phone calls
Ensure reception area is tidy and presentable
Provide basic and accurate information in-person and via phone/email
Receive, sort and distribute daily mail
Maintain office security by following safety procedures and controlling access
Order front office supplies and maintain inventory
Update calendars, schedule meetings, book meetings rooms, handle any special requests
Keep updated records of office expenses and costs
Perform other clerical tasks including data entry, filing, photocopying, and faxing
Respond to needs in a timely, positive, and effective manner
Provide administrative support for senior leaders, if needed
Order food for meetings/events
Perform other duties as assigned
Working Conditions
Mainly office but may also include all other work environments as required: sit, stand, talk, hear, use hands and fingers to operate a computer keyboard and telephone.
Work is generally performed in climate-controlled office environment.
Primary environment: ambient room temperatures, lighting, and traditional office equipment as found in a typical office environment.
Considerable time is spent at a desk using a computer terminal.
May on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment.
Can be exposed to hazardous materials, loud noises and extreme heat/cold temperatures, if visiting job sites or other off-site events.
Can be exposed to Heavy Equipment, slippery surfaces, uneven footing on the jobsite
Moderate noise (i.e. business office with computers, phone, and printers, light foot traffic).
Physical Function
Repeat the same mental activities.
Ability to operate a keyboard at efficient speed and typical business office equipment, including computer hardware.
Regularly required to talk and/or hear; use hands to operate objects, tools or controls (phone, computer, printer etc.); and reach with hands and arms.
Work performed causes fatigue of eyes, fingers and other facilities because of continuous use of motor senses.
Vision and hearing at or correctable to normal ranges.
May be occasionally be asked to lift, stoop, kneel, and/or move objects up to 25 pounds.
While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear and use hands.
Regular, predictable attendance is required.
Qualifications:
Proven work experience as a Receptionist, Front Office Representative or similar role
Proficiency in Microsoft Office Suite and Outlook
Flexibility with schedule for early morning starts/late meetings as applicable
Hands-on experience with office equipment (e.g. fax machines and printers)
Professional attitude and appearance
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Customer service attitude
High school degree
Certification in Office Management is a plus
Experience with iCIMS and Salesforce are a plus
These statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Additional responsibilities may also be assigned.
All applicants will be subject to background check and drug screen.
Compensation requirements commensurate with experience. Excellent benefits package, including health, dental, vision and 401K.
