HR Assistant

Job Summary

The HR Assistant provides administrative, scheduling, and coordination support to the Human Resources and Recruitment teams. The primary focus of this position is ensuring HR and recruitment activities are organized, scheduled, documented, and properly coordinated.

This position is responsible for interview scheduling, career fair and recruiting event coordination, calendar management, meeting and workshop coordination, recruitment materials, tracking systems, and general HR administrative support.

The HR Assistant works behind the scenes to support recruiters and HR team members, allowing recruiters to remain focused on sourcing, screening, and engaging candidates.

This position requires exceptional organization, attention to detail, communication, time management, and follow-through.

Major Duties And Responsibilities

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing, and other duties will be assigned based on the position’s role within the business unit.

Recruitment

• Serve as the central point of contact for scheduling and administrative support to the HR Manager, HR Coordinator, and Recruiting team.
• Schedule Microsoft Teams and in-person interviews across candidates, recruiters, and hiring panels, including reserving meeting rooms, distributing applications and interview guides, and rescheduling promptly when conflicts arise.
• Send invitations and confirmations, communicate schedule changes and interview details, and provide directions, parking, PPE, and site-access instructions to candidates.
• Maintain recruitment spreadsheets, trackers, calendars, applicant tracking system records, and administrative files; keep candidate status current and accurate and prepare routine recruiting activity reports for the HR Manager.
• Coordinate career fairs, campus visits, and recruiting events end to end including registration and payment, staffing and attendee lists, travel and materials, on-site logistics, and candidate lead follow-up.
• Partner with Marketing to request, proof, and reorder recruiting materials such as brochures, banners, giveaways, flyers, and keep event supplies stocked.
• Schedule and support recruitment workshops, hiring and requisition reviews, and training sessions by preparing agendas and materials, arranging rooms and technology, and circulating notes and action items.
  
  

Pre-Employment & Onboarding

• Receive and log field hiring requests from Construction Managers, confirming position, start date, and other details.
• Initiate and monitor pre-employment drug tests, background checks, and MVRs; scheduling appointments, tracking results, and escalating anything needing HR Coordinator or Manager review.
• Send and track onboarding packets through the HRIS, verifying paperwork, tax forms, direct deposit, and I-9 documentation, and following up with new hires and managers so everything clears before the start date.
• Flag onboarding obstacles such as delayed screenings, incomplete paperwork, start date changes to the HR Coordinator and Construction Manager so timelines can be adjusted.
• Update the onboarding tracker as each step clears, confirm the new hire is cleared to start, and work with the HR Coordinator to schedule orientation and confirm first-day reporting details.
• Maintain accurate orientation records and personnel files, and route required documentation to the Safety and Payroll Departments so new hires reach payroll and safety rosters on time.
• Support New Hire Orientation by scheduling sessions, preparing packets, setting up the room, confirming facilitators, and arranging appropriate PPE.
• Answer routine questions from candidates, new hires, and managers about paperwork, requirements, and orientation logistics, escalating policy and benefits questions to the HR Coordinator or HR Manager; support new hire check-ins during the first weeks and close out open onboarding items.
  
  

Other Administrative Tasks

• Take meeting notes for HR and recruiting meetings, distribute summaries, and track follow-up items through to completion.
• Assist with employee badging activities.
• Provide general administrative support for HR projects and department initiatives including mail, scanning, filing, copying, document distribution, and office supplies.
• Maintain strict confidentiality of candidate and employee information in accordance with company policy and applicable law.
• Perform other HR administrative and coordination duties as assigned.
  
  

Minimum Qualifications

• Bilingual in Spanish/ English (Fluent)
• High School diploma or equivalent required; or a combination of equivalent training, education, and relevant work experience.
• One or more years of administrative, coordination, or customer-facing experience preferred; prior HR, recruiting, or construction industry experience is a plus.
• Experience with an HRIS or applicant tracking system preferred; willingness to learn new systems required.
• Excellent written and verbal communication skills, with the ability to interact professionally with employees at all levels, supervisors, vendors, and subcontractors.
• Reliable and punctual with a strong work ethic; must have reliable transportation and the ability to work extended hours as needed.
• Strong organizational skills and attention to detail, with the ability to multi-task, meet deadlines, and manage priorities in a fast-paced construction environment.
• Ability to think critically, problem-solve, and work independently with minimal supervision.
• Professional demeanor and strong customer service skills, with a positive, solutions-oriented approach to teamwork.
• Proficient in Microsoft Office applications (Outlook, Word, Excel, etc.) and comfortable using digital reporting tools.
  
  

Physical Requirements include but are not limited to the following:

• Prolonged periods sitting at a desk and working on a computer.
• Able to walk, sit, stand, bend, kneel, stretch, squat and climb.
• Able to travel to jobsites, meetings, and other destinations as needed.
• Able to wear required personal protective equipment.
• Able to work with specialized construction equipment, tools, and materials.
• Able to see, talk and hear in person, via phone and/or through online/video.
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 10 lbs.
  
  

Note: Offers will be made based on candidates' qualifications relevant to the position.

Equal Employment Opportunity (EEO) Statement

ODG and it’s is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.