Front Office & Human Resources Assistant (In-person)

Position Title: Front Office & Human Resources Assistant
Position Type: Full-Time
Reports To: Chief People Officer

Position Overview

The Front Office & Human Resources Assistant serves as the first point of contact for visitors, employees, and community members while providing administrative support to the Human Resources Department. This position is responsible for managing front office operations, coordinating administrative activities, and supporting the employee lifecycle through new hire onboarding, pre-employment processing, and general HR administration.

Duties and Responsibilities

Front Office Administration

• Answer and direct incoming telephone calls and relay messages to appropriate staff.
• Monitor and respond to general voicemail messages.
• Welcome visitors, participants, applicants, vendors, and guests in a professional and courteous manner.
• Respond to general inquiries and direct individuals to the appropriate department.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain a clean, organized, and welcoming reception area and common office spaces.
• Assist Adult Day Center staff with participant arrivals and departures as needed.
• Support cross-departmental administrative projects and organizational initiatives.
• Monitor office supply inventory and coordinate purchases with appropriate vendors.
• Collaborate with the Facilities Department regarding maintenance requests and office equipment needs.

Human Resources & Administrative Support

• Assist with the coordination of new hire onboarding, including preparing onboarding packets, employment paperwork, and orientation materials.
• Coordinate pre-employment requirements, including criminal background checks, child abuse clearances, fingerprinting, drug screenings, TB testing, physical examinations, and other required employment documentation.
• Track onboarding requirements to ensure all new hire documentation is completed prior to employment.
• Maintain confidential employee personnel files and HR records in accordance with organizational policies.
• Update and maintain employee directories, organizational charts, and departmental contact lists.
• Respond to routine HR-related questions and direct employees to appropriate Human Resources staff as needed.
• Manage the Human Resources calendar and coordinate interviews, meetings, orientations, and other departmental activities.
• Coordinate monthly staff meetings, including scheduling, meeting logistics, catering, and preparation of meeting materials.
• Prepare and maintain meeting agendas and record meeting minutes as assigned.
• Assist with coordinating staff appreciation events, trainings, and organizational functions.
• Perform other related duties as assigned.

Position Qualifications

• High school diploma required; Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• One (1) to two (2) years of administrative, receptionist, or Human Resources experience preferred.
• Bilingual or multilingual ability strongly preferred (Korean, Chinese, Vietnamese, Spanish, or other languages relevant to PASSi communities).
• Strong customer service and interpersonal skills with a friendly and professional demeanor.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work effectively in a multicultural and multigenerational environment.
• Strong written and verbal communication skills.

Job Type: Full-time

Pay: $46,000.00 - $49,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Human resources: 1 year (Required)
• Microsoft Office: 3 years (Required)
• Customer Service: 2 years (Required)

Language:

• Korean, Chinese, Vietnamese, Spanish, or other languages (Preferred)

Work Location: In person

Salary : $46,000 - $49,000