Human Resources Assistant

Front Desk Coordinator / Reception & HR Assistant 

Status: Full-Time, Non-Exempt 

Schedule: Monday–Friday, 8:00 AM – 4:00 PM (Some flexibility required) 

Reports To: Executive Management / HR Director 

We are seeking a friendly, dependable, and highly organized individual to serve as the welcoming face and voice of our organization. As the first point of contact for visitors, staff, and the individuals we support, this position plays an essential role in creating a positive and professional environment. This role will also provide important administrative support to the HR Department. 

This position is well-suited for someone who enjoys helping others, thrives in a dynamic environment, and is passionate about supporting our mission to serve adults with intellectual and developmental disabilities. 

Key Responsibilities 

Reception & Visitor Support 

• Greet and assist visitors, individuals served, staff, and vendors in a warm and professional manner. 
• Maintain visitor logs and ensure proper adherence to building safety and security protocols. 
• Answer and route incoming calls promptly using a multi-line phone system. 
• Monitor and maintain the lobby and reception areas to ensure a clean, welcoming environment. 
• Serve as the primary point of contact for building-related needs and vendor coordination.  
• Receive and distribute incoming mail and deliveries; prepare outgoing mail. 

Administrative & Office Support 

• Provide administrative support to the HR Department including copying, scanning, data entry, filing, and document management. 
• Order, receive, and track office and kitchen/cleaning supplies; restock items as needed. 
• Assist HR with applicant tracking, posting jobs, reviewing resumes, scheduling interviews, coordinating screenings, and background checks. 
• Support employee-related processes such as training scheduling, leave tracking, recognition initiatives, annual background checks, employee communications, and benefits enrollment assistance. 
• Provide general support to HR, Finance, and other departments as needed. 

Qualifications & Requirements 

• High School Diploma or equivalent required; additional administrative training or coursework preferred. 
• Minimum 1–2 years of experience in administrative support, reception, or customer service. 
• Excellent verbal communication and interpersonal skills. 
• Strong organizational skills with exceptional attention to detail. 
• Professional appearance and demeanor. 
• Ability to prioritize tasks and manage workflows in a busy office environment. 
• Proficiency in Microsoft Outlook and comfort with general office equipment. 
• Ability to work effectively with individuals of all abilities and backgrounds. 
• Must successfully pass required background checks and maintain confidentiality at all times.