HR Administrator I

The HR Administrator plays a vital role in supporting a seamless employee experience by coordinating key processes related to onboarding, compliance, reporting, and HR operations. This position requires strong attention to detail, excellent communication skills in both English and Spanish, and the ability to manage multiple priorities in a fast-paced environment. The HR Administrator collaborates closely with others in the HR department, hiring managers, IT, Safety, and Accounting teams to ensure the accuracy and efficiency of HR workflows.

This is an onsite position located at our office in Visalia, CA.

• Onboarding:
• Ensure smooth processing of new hires, internal promotions, and employee transfers.
• Collaborate with recruiters to verify that all employment conditions are met.
• Monitor the applicant tracking system onboarding portal to track and manage new hire tasks.
• Collect and input new hire data into the HRIS and other relevant systems.
• Create and maintain job titles, locations, division codes, categories, and WC codes in our applicant tracking system for seamless integration with our HRIS system.
• Coordinate first-day action items with hiring managers, IT, Safety, and QA.
• Order work-from-home equipment, company credit cards, and business cards.
• Manage system set-ups for all new hires.
• Assign required compliance training.
• Communicate with hiring managers on candidate’s status and arrange I-9 verification and completion.
• Prepare new employee files and assist with correspondence as needed.
• Deliver new hire onboarding training.
• Driver List Management:
• Maintain and audit the company Driver List monthly.
• Add or remove employees who drive as part of their job duties.
• Reporting & Data Management:
• Generate weekly reports to correct cost numbers and employee plan types in collaboration with Accounting.
• Produce bi-weekly conversion reports for HR and Accounting.
• Generate quarterly reports for VGC managers and superintendents.
• Pre-Employment Screening Coordination:
• Coordinate and track all background check processes. Expedite background check requests exceeding a 3-day turnaround time.
• Partner with vendor to resolve billing code discrepancies and work with vendor to correct invoice issues.
• Approve invoices in the accounts payable system.
• Clinic Visits Scheduling:
  • Schedule pre-employment clinic visits
  • Identify and arrange new clinic locations for remote employees.
  • Secure authorization for employer-related services and ensure necessary forms are sent.
  • Assist Accounting with issues related to unpaid invoices or pre-employment services.
• Compliance & Recordkeeping:
• Maintain updated benefit forms, handbooks, and legal documents in the applicant tracking system.
• Add new hires to internal tracking systems for benefits, job descriptions, and training.
• Create and maintain personnel folders for all new hires.
• Issue boot vouchers as needed.
• Track job descriptions and follow up on pending items.
• Temporary Employee Invoicing:
• Support temporary employee timecard tracking and invoicing on a weekly basis.
• Assist with certificate of insurance management for temporary employees.
• Administrative Support:
• Process and code department invoices and assist in managing the HR budget.
• Sort and route HR mail and manage shared HR inbox, directing emails to appropriate team members.
• Provide general administrative support and assist with other duties as assigned.
• Performs other related duties as assigned.

• A Bachelor’s Degree in a related field of study.
• 2–4 years in an HR support or coordination role preferred.

• Bilingual in English and Spanish required.
• Proficient in basic MS Office programs.
• Must be able to function autonomously in both proactive and responsive situations.
• Must be friendly and approachable, able to efficiently and effectively interact and communicate with all levels of staff with the highest level of integrity.
• Must be well organized with ability to multi-task and meet established deadlines.
• Must exercise a consistently high level of discretion at all times.
• Be committed to working as a team and delivering exceptional internal and external customer service.
• Maintain a high level of detail orientation.
• Ability to ask the right questions and seek help when needed.

• Must be able to type and perform other repetitive motions