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.