Office & HR Assistant (3430)

POSITION OVERVIEW 

The Office & HR Assistant provides administrative and human resources support to help maintain accurate employee records, deliver a consistent onboarding experience, and keep day-to-day office activities organized. This role communicates regularly with employees regarding onboarding requirements, benefits information, routine questions, and general HR updates, while directing more complex or sensitive matters to the Senior HR Generalist. The position requires strong follow-through, attention to detail, professionalism, and the ability to protect confidential employee and company information. 

CORE ACCOUNTABILITIES 

Employee Onboarding & Records 

• Coordinate routine onboarding activities, including scheduling orientations, preparing materials, and communicating pre-employment and first-day requirements. 

• Collect, review, and organize new-hire forms and supporting documentation; follow up on missing or incomplete information. 

• Enter and maintain accurate employee information in the company’s HR, payroll, timekeeping, benefits, and other applicable systems. 

• Prepare employee access items and administrative setup materials, including badges, key cards, timeclock information, handbooks, and required acknowledgments. 

• Maintain onboarding checklists and communicate status, open items, and concerns to the Senior HR Generalist. 

• File and retain employee records in accordance with established company practices and confidentiality requirements. 

Employee Communication & Benefits Support 

• Serve as an accessible first point of contact for routine employee questions and general HR information. 

• Communicate benefits enrollment information, deadlines, required forms, and general program updates using materials and direction provided by the Senior HR Generalist or benefit partners. 

• Assist employees with basic navigation of HR and benefits systems; route plan interpretation, eligibility disputes, employee relations matters, and other complex questions to the Senior HR Generalist. 

• Prepare and distribute routine employee notices, reminders, forms, and company communications. 

• Provide respectful, clear, and consistent communication with employees across shifts and company locations. 

• Provide English/Spanish interpretation or translation support for routine employee communications and company materials when qualified and requested. 

Administrative & Data Entry Support 

• Perform general administrative work, including data entry, document preparation, scanning, copying, filing, mail distribution, scheduling, and supply coordination. 

• Prepare routine correspondence, spreadsheets, lists, reports, forms, and presentation materials. 

• Review data and documents for completeness and accuracy; correct standard errors and elevate inconsistencies that require further review. 

• Support employee events, training logistics, meetings, and other HR or office activities as assigned. 

• Maintain organized electronic and paper files and follow established naming, retention, and access practices. 

• Provide administrative support to the Senior HR Generalist and other leaders as priorities require. 

Office & Program Coordination 

• Assist with day-to-day office coordination and help maintain an organized, professional, and employee-friendly work environment. 

• Support routine employee programs and vendor coordination, which may include vending, uniforms, surveys, schedules, or similar administrative activities. 

• Track recurring administrative tasks and deadlines and provide timely status updates. 

• Help coordinate interpretation needs, appointments, or logistics related to employee services when directed. 

QUALIFICATIONS & SKILLS 

Education & Experience 

• High school diploma or equivalent required; additional administrative, business, or human resources coursework is a plus. 

• Prior office, customer service, data entry, or HR support experience is preferred. 

• Bilingual fluency in English and Spanish is highly preferred due to the role’s regular employee communication responsibilities. 

Required Capabilities 

• Strong verbal and written communication skills with a helpful, respectful, and professional approach. 

• High attention to detail and accuracy in data entry, documentation, and follow-up. 

• Ability to maintain strict confidentiality and use sound judgment when handling employee information. 

• Ability to organize multiple tasks, meet deadlines, and adjust priorities in a fast-paced environment. 

• Comfort communicating with employees in person, by phone, by email, and through company systems. 

• Proficiency with Microsoft Outlook, Word, and Excel; ability to learn HR, payroll, timekeeping, benefits, and other company systems. 

• Ability to follow established procedures, ask appropriate questions, and elevate matters outside the position’s authority. 

• Dependable attendance and flexibility to support employees across shifts or company activities as business needs require. 

WORK ENVIRONMENT 

• Work is primarily performed in an office setting, with periodic time in manufacturing, warehouse, yard, or other operational areas. 

• Operational areas may include moderate to high noise levels, dust, moving equipment, and changing temperatures. Required personal protective equipment and site rules must be followed when entering these areas. 

• Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position. 

GENERAL EXPECTATIONS 

• Perform duties in alignment with company policies, procedures, and core values. 

• Maintain appropriate professional boundaries and refer sensitive employee relations, disciplinary, legal, benefits interpretation, payroll, safety, or compliance matters to the responsible leader. 

• Complete other related duties as assigned. Responsibilities may evolve based on business needs. 

Salary : $20 - $28