HR Operations Assistant

Position Summary

The HR Operations Assistant is a key support role responsible for providing day-to-day administrative and operational support to the Human Resources function, while also serving as the front office point of contact for employees, candidates, and visitors. This individual plays an important role in supporting HR processes including employee communications, reporting, recruiting coordination, and onboarding activities. This position combines traditional HR support responsibilities with front desk coordination and requires a highly organized, tech-savvy individual who is comfortable working with data, systems, and basic automation tools (including AI-assisted reporting). The HR Operations Assistant will also assist with recruiting efforts by conducting initial phone screens for frontline roles and supporting hiring workflows.

Work Schedule

Monday-Friday, 8:00am-5:00pm, In-person

Primary Duties & Responsibilities

HR Operations & Administrative Support

• Provide administrative support across HR functions including onboarding, offboarding, employee records, and compliance documentation
• Assist to maintain accurate employee files and HR systems (electronic and paper records as applicable)
• Assist with preparing employee communications related to benefits, wellness initiatives, policy updates, and company programs
• Support HR projects and initiatives as needed
• Support employee requests related to HR policies, benefits, and general inquiries
• Assist with D.O.T. compliance including random testing roster, drug and alcohol program, etc.
• Assist with employee wellness initiatives

Recruiting & Onboarding Support

• Conduct initial phone screens for frontline roles (warehouse, drivers, and store employees), assessing basic qualifications and alignment
• Coordinate interviews between candidates and hiring managers
• Assist with job postings, applicant tracking, and candidate communication
• Support onboarding processes including new hire paperwork, scheduling, and orientation coordination

Reporting, Data & Systems Support

• Assist with compiling and analyzing data to support HR decision-making (i.e., employee census report)
• Utilize tools such as Excel, HRIS systems (ADP Workforce Now), and AI-assisted platforms to streamline reporting and administrative tasks
• Assist with ensuring accuracy and consistency of HR data across systems

Front Office & Employee Support

• Serve as the primary front desk contact
• Provide a professional and welcoming front office experience by greeting and assisting visitors, employees, and candidates.
• Handle incoming and outgoing mail
• Maintain a clean, organized, and professional reception and office environment
• Manage incoming calls, direct inquiries, and provide general information

Minimum Education

• Undergraduate degree in HR, business, or related field

Required Minimum Experience

• Experience creating or maintaining reports and data in Excel required

Desired Minimum Experience

• 1-3 years of administrative, HR support, or office coordination experience
• Experience in high-volume or hourly workforce environments (warehouse, distribution, retail)
• Experience supporting recruiting or onboarding processes
• Experience working with HRIS systems (ADP Workforce Now)

Minimum Knowledge, Skills & Abilities

• Strong organizational and time management skills
• Strong attention to detail and accuracy
• Professional communication skills (written and verbal)
• Demonstrated ability to use generative AI tools (ChatGPT, Copilot or similar) to improve workflow efficiency, draft content, and analyze information
• Familiarity with tools such as workflow automation platforms (Power Automate) or similar solutions is a plus
• Ability to multitask and manage competing priorities
• Customer service orientation and approachability
• Proficiency in Microsoft Office
• Comfortable learning and using HR systems and technology
• Ability to handle sensitive and confidential information with discretion and professionalism
• Experience using reporting tools and dashboards
• Ability to work in a fast-paced, team-oriented environment

The Physical Requirements and Working Conditions section is intended to describe the nature of work and the minimum requirements of the job in general. Statements in this job description are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel as classified. Management maintains the right to assign and reassign duties and responsibilities to this job at any time.

Kelly Spicers is an equal opportunity employer and drug free workplace. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability (mental or physical), pregnancy, status as a parent, family medical history, genetic information, political affiliation, military service/protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. We will consider for employment, qualified applicants with criminal histories, consistent with the requirements of applicable federal, state, or local agencies.

Please refer to the following websites if you would like more information on:

EEOC: Know Your Rights:

chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.eeoc.gov/sites/default/files/2022-10/EEOC_KnowYourRights_screen_reader_10_20.pdf

Pay Transparency Nondiscrimination Provision:

https://kellyspicers.com/wp-content/uploads/2021/10/PAY-TRANSPARENCY-NONDISCRIMINATION-PROVISION-KELLYSPICERS-2019.pdf

E-Verify

This employer participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please refer to the following website: https://www.e-verify.gov/employees'

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance and the California Fair Chance Act.”