HR Assistant - Recruiting, Onboarding & HR Operations Support
Department
Human Resources
Reports To
HR Manager; works closely with the Head of Operations and operations leadership as needed
Location
Scottsdale, Arizona and/pr travel to locla client sites as required
Employment Type
Full-Time, Non-Exempt
Position Summary
We are seeking an HR Assistant - Recruiting, Onboarding & HR Operations Support to assist with recruiting, onboarding, employee documentation, payroll/HR portal updates, and day-to-day HR administrative support.
This is a hands-on, support-level role within a small HR team. The primary focus is recruiting, onboarding, and daily HR administrative support, with flexibility to assist in other areas as business needs arise. This role is not intended to function as an HR Generalist, HR Business Partner, or management-level position.
The HR Assistant will support job postings, candidate screening, interview scheduling, onboarding coordination after offer acceptance, background checks, 10-panel drug screens, orientation preparation, badging, equipment readiness, employee file maintenance, payroll/HR portal updates, HR documentation, SOP formatting, and follow-up on pending items.
Because we are a growing company with a small team, this position requires flexibility, resourcefulness, and an "all hands on deck" mindset. The HR Assistant must be willing to step in where needed, assist with shifting priorities, and support tasks outside of a narrow job description when business needs require it. This may include travel coordination, hotel booking, invoice tracking, employee documentation, Performance Improvement Plan documentation support, payroll/HR portal updates, and general administrative follow-up.
This role reports directly to the HR Manager and will also work closely with the Head of Operations and operations leadership to support recruiting, onboarding, employee coordination, and business support needs.
This role may require communication and coordination with overseas HR team members, including Singapore HR. Due to the time difference, occasional evening meetings may be required. Advance notice will be provided whenever possible.
This is an in-office position based in Scottsdale, Arizona. Remote work is not anticipated for this role.
Key ResponsibilitiesRecruiting Support
· Post job openings on approved job boards.
· Review resumes and assist with initial candidate screening.
· Conduct initial screening calls to confirm basic qualifications, availability, compensation expectations, work authorization status, location, and interest in the role.
· Schedule interviews with the HR Manager, Head of Operations, supervisors, or other internal team members.
· Communicate professionally with candidates regarding interview details, next steps, required information, and hiring process updates.
· Maintain recruiting trackers and candidate records.
· Assist with candidate follow-up, resume organization, interview coordination, and hiring documentation.
· Support offer letter preparation and transition selected candidates into the onboarding process once an offer is accepted.
· This role supports the recruiting process but does not independently make final hiring decisions.
New Hire Onboarding Support
· Coordinate onboarding steps from offer acceptance through the employee’s start date.
· Initiate and track pre-employment requirements, including background checks, 10-panel drug screens, and other required hiring steps.
· Send, track, and follow up on onboarding documents and required new hire paperwork.
· Enter, track, and update new hire information in the company’s payroll/HR portal as required.
· Track completion of required employee information, policy acknowledgments, I-9 documentation, payroll setup items, and other onboarding forms.
· Communicate with new hires regarding onboarding steps, required documents, orientation details, payroll/portal items, and outstanding information.
· Follow up with new hires, vendors, supervisors, and internal team members to ensure onboarding tasks are completed timely.
· Assist with preparing orientation materials, new hire packets, schedules, and first-day information.
· Coordinate badging requirements, site access items, and required documentation as applicable.
· Assist with getting required equipment, onboarding materials, PPE, documents, or other items ready before the employee’s start date.
· Track onboarding status and notify the HR Manager of delayed, incomplete, inaccurate, or missing onboarding items.
· Help ensure new hires are prepared for their first day, including completion of required documents, payroll/HR portal items, orientation details, and start-date readiness.
HR & Operations Coordination
· Work closely with the Head of Operations and operations leadership to support recruiting, onboarding, start-date readiness, and employee coordination.
· Coordinate interview scheduling with the Head of Operations, supervisors, and other internal team members.
· Communicate onboarding status, pending items, background check/drug screen updates, badging needs, equipment readiness, and start-date preparation to HR and Operations as needed.
· Assist with follow-up between HR, Operations, candidates, new hires, employees, vendors, and overseas HR team members.
· Help ensure recruiting and onboarding processes are organized, timely, and clearly communicated between HR and Operations.
Payroll/HR Portal & Employee Record Support
· Assist with onboarding entries and employee updates in the company’s payroll/HR portal.
· Help maintain accurate employee information, including job title, pay rate, location, supervisor, start date, employment status, and onboarding status, as directed by the HR Manager.
· Ensure employee information entered into HR/payroll systems is accurate, complete, and reviewed before submission.
· Assist with payroll-related reminders, timesheet follow-up, employee information updates, and portal-related tracking as assigned.
· Coordinate with the company’s PEO, payroll provider, HRIS, background check vendor, drug screen vendor, job boards, or other approved vendors as needed.
· Identify missing, incomplete, or inconsistent information and follow up until resolved.
· Maintain confidentiality of payroll-related, personnel-related, and employee information.
HR Administrative Support
· Provide direct administrative and operational support to the HR Manager.
· Maintain organized digital and physical employee personnel files.
· Prepare, organize, and track HR documents, forms, letters, acknowledgments, and HR trackers.
· Maintain HR spreadsheets, employee lists, document logs, onboarding trackers, recruiting trackers, and reporting records.
· Follow up with employees, candidates, vendors, and internal team members regarding pending or missing items.
· Assist with preparing basic HR letters, notices, pay change documentation, promotion letters, and employee communications for HR Manager review.
· Assist with formatting and organizing SOPs, policies, templates, checklists, and internal HR documents.
· Maintain confidentiality of employee records, personnel matters, payroll-related information, performance-related information, and company information.
Daily HR Operations Support
· Support routine employee communication and follow-up regarding HR documents, onboarding items, policy acknowledgments, payroll/portal items, and general HR processes.
· Assist with HR projects, audits, policy rollouts, employee documentation requests, and administrative initiatives as assigned.
· Coordinate with overseas HR team members, including Singapore HR, when needed.
· Attend occasional evening meetings to support time-zone differences with overseas HR or business partners.
· Use available resources such as internal SOPs, payroll/PEO support, vendor contacts, job board support, portal resources, and HR Manager guidance to resolve routine questions.
· Help maintain consistency, organization, and timely completion of HR workflows.
Small-Team Business Support
· Assist with travel booking, hotel coordination, invoice tracking, and follow-up, subject to company approval procedures.
· Help organize and track invoices, receipts, vendor documents, or other administrative items when assigned.
· Support documentation and tracking related to Performance Improvement Plans, employee follow-up, or other HR matters under HR Manager direction.
· Assist with onboarding materials, equipment tracking, document collection, or other internal support needs when required.
· Step in to support other administrative, HR, recruiting, onboarding, payroll/portal, travel, or operations-related tasks as business needs arise.
· Adapt to changing priorities and assist where needed in a small-team environment.
· Perform other related duties as assigned based on business needs.
Decision-Making Limitations
This role provides administrative and coordination support and does not independently make hiring, disciplinary, payroll, employee relations, or termination decisions. Employee relations matters, disciplinary actions, Performance Improvement Plans, pay changes, terminations, and other sensitive matters must be reviewed and directed by the HR Manager or appropriate leadership.
Required Qualifications
· High school diploma or equivalent required.
· 1-3 years of administrative, HR support, recruiting coordination, onboarding, staffing, payroll/HR portal, or office support experience preferred.
· Experience with documentation, file organization, trackers, templates, or SOP formatting required.
· Strong attention to detail and ability to follow up on pending items.
· Strong written and verbal communication skills.
· Comfortable speaking with candidates and conducting basic screening calls.
· Ability to communicate professionally with candidates, employees, vendors, supervisors, leadership, and overseas HR team members.
· Ability to handle confidential information with discretion and professionalism.
· Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
· Comfortable learning new systems, navigating online portals, maintaining spreadsheets, and tracking tasks electronically.
· Ability to manage multiple priorities in a fast-paced environment.
· Resourceful and able to use available tools, contacts, instructions, vendor resources, and internal guidance to complete assigned tasks.
· Comfortable asking questions, identifying where to go for assistance, and escalating issues appropriately when needed.
· Flexible and willing to assist with tasks outside of a narrow job description when business needs require support.
· Comfortable working in a small-team environment where priorities may shift quickly.
· Willing and able to attend occasional evening meetings to accommodate overseas time zones, including Singapore.
· Reliable, organized, professional, and willing to learn.
· Valid driver’s license and reliable transportation preferred for occasional local errands or business needs.
Preferred Qualifications
· Prior experience supporting HR, recruiting, onboarding, staffing, employee documentation, payroll/HR portal updates, or office coordination.
· Experience coordinating background checks, drug screens, orientation, badging, equipment readiness, or new hire onboarding steps.
· Experience with job boards, HRIS systems, payroll portals, DocuSign, background check platforms, drug screen vendors, PEO systems, or employee file systems.
· Experience maintaining spreadsheets, trackers, recruiting records, onboarding records, employee files, payroll-related records, or compliance documentation.
· Experience booking travel, coordinating hotels, or tracking invoices preferred but not required.
· Experience working with overseas teams or coordinating across time zones preferred but not required.
· Associate degree in Business Administration, Human Resources, or related field preferred but not required.
Ideal Candidate
The ideal candidate is organized, dependable, detail-oriented, proactive, resourceful, flexible, and comfortable following up until tasks are completed. This person should be able to communicate clearly, track open items, maintain accurate records, work in the payroll/HR portal, and help keep recruiting and onboarding moving on time.
Because the company operates with a small team, the ideal candidate must be willing to step in where needed, adapt to changing priorities, and help support HR, recruiting, onboarding, payroll/HR portal tasks, travel coordination, documentation, and other administrative tasks as business needs arise.
The ideal candidate should be comfortable using available resources and knowing where to go for assistance, whether that means checking internal instructions, contacting vendors, using payroll/HR portal support, asking the HR Manager, or escalating issues when appropriate.
The ideal candidate should be professional, patient, and clear when communicating with people from different backgrounds, locations, accents, and communication styles. This includes being comfortable asking clarifying questions, confirming understanding, and helping prevent miscommunication.
The ideal candidate must also be flexible with occasional evening meetings when needed to support communication with overseas HR team members or business partners in different time zones.
This role is a good fit for someone who wants to build a foundation in Human Resources and gain exposure to recruiting, onboarding, employee documentation, payroll/HR portal processes, employee support, and HR operations over time. It is not intended for candidates seeking an immediate HR Generalist, HR Manager, or senior-level HR position.
Work Environment
This position primarily operates in an office environment and involves frequent computer use, email communication, document tracking, recruiting coordination, onboarding support, payroll/HR portal updates, and administrative HR tasks.
Because the company operates with a small team, priorities may shift based on business needs, and the HR Assistant may be asked to assist with other administrative or operational support tasks as needed.
This position may require occasional evening meetings to accommodate overseas HR communication and time-zone differences. Advance notice will be provided whenever possible.
This is a non-exempt position. Any work outside the regular schedule, including occasional evening meetings, must be approved and recorded in accordance with company policy.
Physical Requirements
While performing the duties of this position, the employee may be required to sit, stand, walk, use a computer, communicate by phone or email, and occasionally lift or carry onboarding materials, files, PPE, or equipment weighing up to 25 pounds.
Equal Employment Opportunity
We are an Equal Opportunity Employer and consider applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected status in accordance with applicable federal, state, and local law.
Pay: $21.00 - $23.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid jury duty
- Paid time off
- Referral program
- Vision insurance
Application Question(s):
- Must be able to successfully pass background check and 10 panel screening
- How many years of overall hr experience do you have?
- • Are you comfortable with a support-level HR role focused mainly on recruiting, onboarding, documentation, and administrative follow-up?
- • Are you able to work onsite in Scottsdale, Arizona, Monday-Friday, 8:00 AM-5:00 PM? Or travel to client sites for meetings?
- • Are you comfortable conducting candidate screening calls and communicating with employees, managers, vendors, operations leaders, and overseas HR team members?
- • Are you able to attend occasional evening meetings with advance notice to support overseas time zones?
- What are you hourly pay requirements?
Ability to Commute:
- Scottsdale, AZ 85250 (Preferred)
Work Location: In person
