HR & Administrative Specialist

Purpose of Job:

The HR & Administrative Specialist will play a key role in supporting the Operations and HR department in various administrative tasks. From handling employee records to assisting in recruitment and benefits administration, the HR & Administrative Specialist will contribute to maintaining a positive and efficient work environment.

Responsibilities:

Office Administration & Daily Operations:

•        Answer incoming phone calls, route messages, and monitor voicemail daily.
•        Receive, log, and distribute incoming mail; obtain employee signatures for mail and checks.
•        Maintain an organized, clean, and professional office environment.
•        Coordinate mail and deliveries for branch locations as needed.
  
  

Administrative Support & Recordkeeping:

• Maintain accurate employee files and documentation.
• Track and organize administrative records and forms.
• Assist with basic data entry across internal systems (HRIS, asset tracking, etc.).
• Support document preparation, filing, and internal communications.
  
  

HR Support & Employee Administration:

•       Assist with onboarding and offboarding tasks, including preparing paperwork and system updates.
•       Support job postings, offer letter preparation, and hire actions under direction.
•       Monitor and route HR requests submitted through internal forms.
•       Assist with maintaining employee contact, job, and status information.
  
  

Payroll & Benefits Support:

•       Assist with payroll preparation, data verification, and basic corrections.
•       Help track reimbursements, deductions, and supporting documentation.
•       Assist employees with basic benefit enrollment questions and form completion.
  
  

Employee Support & Office Logistics:

•        Assist with employee uniform ordering, distribution, and record tracking.
•        Support coordination of employee phones, credit cards, and basic asset tracking.
•        Help maintain employee birthday and anniversary calendars and office communications.
  
  

Reporting & Process Support:

•        Assist with compiling basic reports and internal updates.
•       Support process documentation and administrative workflow improvements.
•       Escalate issues appropriately while learning policies and procedures.
  
  

    Knowledge, Skills and Abilities:

•       Bilingual (English/Spanish) required – This role regularly communicates with Spanish-speaking employees regarding onboarding, payroll, scheduling, and workplace policies.
•        Previous experience in an HR administrative or assistant role.
•        Proficiency in Microsoft Office Suite (Outlook, Excel, Word, etc.)
•        Strong aptitude for learning and navigating digital platforms.
•        Excellent organizational and multitasking skills with strong attention to detail.
•        Strong communication skills, both written and verbal.
•        Ability to handle sensitive information with confidentiality and professionalism.
•        Demonstrated problem-solving and critical reasoning skills to evaluate information, recognize inconsistencies, and apply sound judgment in day-to-day administrative and HR tasks. Knowledge of HR policies, labor laws, and regulations is a plus.
•        Familiarity with employee engagement tools or HR software.
•       Basic understanding of payroll processing and benefits administration.
  
  

    Physical Demands/Working Conditions: 

•          This position is based in the San Antonio, TX office.
•       Regular, on-site presence is required during business  hours.
•       Requires the ability to sit or stand for extended periods.
•       Use a computer, phone, and other office equipment.
•       May occasionally require walking through warehouse or yard areas.
•       Light lifting (up to 25 lbs) such as files, office supplies, or small equipment.

Benefits:

•       2 weeks paid vacation (see employee handbook for details).
•       Five (5) paid holidays per year.
•       Eligibility to participate in our 401k program.
•       Participation in Employee Health Insurance Program.
  
  

Salary : $48,000 - $56,000