HR Administrative Assistant / Receptionist

Job Summary:

We are seeking a detail-oriented and organized HR Administrative Assistant to join our team and provide essential support in both HR-related tasks and front desk duties. The ideal candidate will possess strong communication skills, a friendly demeanor, and a proactive approach to handling administrative responsibilities. This role requires the ability to multitask efficiently while maintaining a high level of professionalism and confidentiality.

Essential Job Functions & Responsibilities:

Front Office:

• Greet visitors, clients, and employees with a welcoming attitude and provide excellent customer service.
• Manage incoming calls and direct them to the appropriate personnel or department.
• Maintain the tidiness and organization of the reception area.
• Handle incoming and outgoing mail, packages, and deliveries.
• Coordinate scheduling of meeting rooms and assist with setting up for meetings as needed.
• Manage and update location phone listing as needed.

Administrative Support:

• Assist the HR department with various administrative tasks, such as filing, data entry, and maintaining employee records.
• Assist with phone screens, schedule interviews, coordinate candidate communications, and ensure a smooth interview process.
• Assist in preparing and distributing HR Newsletter.
• Assist in coordinating employee events, training sessions, and workshops.
• Update BBS metrics and distribute them to appropriate groups.
• Support safety-related administrative tasks.

Communication:

• Maintain clear and effective communication with internal and external stakeholders.
• Respond to general inquiries from employees, clients, and visitors, and direct them to the appropriate resources.
• Collaborate with various departments to facilitate efficient cross-functional communication.

Confidentiality and Compliance:

• Handle sensitive information with the utmost confidentiality and discretion.
• Ensure compliance with company policies and procedures, as well as legal requirements related to HR practices.

Miscellaneous Task:

• Provide occasional support to other administrative functions as needed.

Qualifications:

• High school diploma or equivalent; associate’s degree or higher is a plus.
• Proven experience in administrative roles, preferably in HR or a front desk setting.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication abilities.
• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain professionalism and a positive attitude in a fast-paced environment.
• Demonstrated customer service skills and a friendly demeanor.
• Ability to handle confidential information with discretion.

Physical Demands:

• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computing equipment.
• The employee frequently is required to talk and hear.
• The employee is occasionally required to reach with hands and arms.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

• Medical, dental, vision, and prescription drug coverage
• 401(k) plan with generous company match
• Bonus program
• Paid vacation and personal days
• Paid holidays
• Company-paid life and AD&D insurance
• Company paid short-term disability coverage
• Employee Assistance Program (EAP)

Other Details:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This company is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.