HR/Admin Assistant – Recruiting, Onboarding & Office Administration
Department: HR and Admin
Reports To: Head of HR
Status: 30-40 hrs/Week / Hourly / Non-Exempt
Work Arrangement: In Office 5 Days/Week
Travel Requirement: Up to 10%
Position Summary
The HR/Admin Assistant – Recruiting, Onboarding & Office Administration supports the Human Resources department and daily office operations by coordinating recruiting activities, assisting with onboarding processes, and providing administrative support across the organization. This role plays a key part in creating a positive candidate and employee experience while helping maintain an organized, professional, and efficient office environment.
Essential Duties and Responsibilities
Recruiting & Talent Acquisition
- Assist with posting job openings on recruiting platforms, company websites, and social media.
- Review resumes and applications to identify qualified candidates.
- Coordinate interviews between candidates and hiring managers.
- Communicate with candidates regarding application status, interview scheduling, and next steps.
- Conduct reference checks and assist with pre-employment screening processes.
- Maintain applicant tracking systems and recruiting records.
- Support recruiting events, job fairs, and workforce outreach initiatives.
- Help ensure a positive and professional candidate experience throughout the hiring process.
Onboarding & New Hire Support
- Coordinate and facilitate onboarding activities for new employees.
- Prepare new hire paperwork, onboarding packets, and orientation materials.
- Ensure completion of employment documentation, including I-9s, direct deposit forms, and policy acknowledgments.
- Assist with scheduling orientation, training, and onboarding meetings.
- Coordinate with managers and departments to ensure new hires have proper equipment, system access, and resources.
- Track onboarding progress and maintain accurate employee records.
- Support employee engagement and retention efforts during the onboarding process.
Office Administration
- Provide administrative support for daily office operations.
- Answer phones, greet visitors, and direct inquiries appropriately.
- Manage office supplies, inventory, and ordering of materials as needed.
- Assist with scheduling meetings, conference rooms, and company events.
- Coordinate mail distribution, shipping, and receiving activities.
- Maintain organized filing systems, records, and office documentation.
- Support travel coordination, meeting logistics, and employee communications.
- Assist leadership and departments with administrative tasks and special projects.
- Help maintain a professional, organized, and welcoming office environment.
HR Administrative Support
- Maintain confidential employee and recruiting files in compliance with company policies and legal requirements.
- Assist with HR reporting, data entry, and document management.
- Respond to employee and candidate inquiries in a timely and professional manner.
- Support additional HR initiatives and projects as assigned.
Qualifications
- High school diploma or equivalent required; associate’s or bachelor’s degree in Human Resources, Business Administration, or related field preferred.
- 2–5 years of administrative, recruiting, HR support, or office coordination experience preferred. With at least 2 years of recruitment experience.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Ability to handle confidential information with professionalism and discretion.
- Proficiency in Microsoft Office Suite and HRIS/applicant tracking systems.
- Strong attention to detail and ability to multitask in a fast-paced environment.
Preferred Skills
- Experience coordinating onboarding or recruiting activities.
- Familiarity with employment laws and HR best practices.
- Customer service mindset with a positive and collaborative attitude.
- Ability to work independently while supporting multiple departments and priorities.
- Experience with ADP and ZOHO (a plus)
Work Environment
This position primarily operates in an office environment and may require occasional travel to recruiting events, job fairs, or company locations.
