Human Resources Administrative Assistant / HR Coordinator

Position Overview

We are seeking a highly organized, detail-oriented, and professional Human Resources Administrative Assistant / HR Coordinator to provide administrative and operational support to the Human Resources department.

This position will assist with recruitment, onboarding, employee records management, HR reporting, HRIS data entry, employee relations support, and general administrative functions.

The ideal candidate will have previous administrative or Human Resources experience, strong communication skills, proficiency in Microsoft Office, and the ability to manage multiple priorities while maintaining confidentiality.

Key Responsibilities

Human Resources & Recruitment Support

• Provide administrative assistance and support for daily Human Resources operations.

• Coordinate hiring, employee recall, orientation, and onboarding activities.

• Assist with internal job postings, bid sheets, and employee staffing processes.

• Schedule candidate interviews, drug screenings, reference checks, and travel arrangements.

• Support applicant tracking activities and respond to candidate status inquiries.

• Maintain staffing reports, monthly turnover reports, and other HR-related documentation.

• Coordinate internal job posting processes and employee referral bonus postings.

• Assist with temporary staffing activities, including monthly temporary staffing billing reconciliations.

• Support recruiting programs for temporary, contract, summer, co-op, and internship positions.

• Follow up on recruitment and staffing activities to ensure timely completion.

Employee Records & HRIS Management

• Maintain accurate electronic and physical employee personnel files.

• Process and record employee information, including:

  • Personal and contact information

  • Compensation and benefits information

  • Tax-related documentation

  • Attendance records

  • Performance reviews and evaluations

  • Termination dates and reasons

• Update employee records to reflect changes in employment status, including departmental transfers, compensation adjustments, address changes, and terminations.

• Enter and maintain employee information within the Human Resources Information System (HRIS).

• Track employee absenteeism, hourly employee terminations, and other workforce-related information.

• Ensure employee records are accurate, complete, and maintained according to company policies.

• Respond to authorized requests for employee information while maintaining confidentiality.

Employee Relations & HR Communication

• Serve as a point of contact for hourly and salaried employees regarding HR policies, procedures, and general inquiries.

• Assist employees in understanding company policies, procedures, and workplace expectations.

• Support effective communication between employees, management, and the Human Resources department.

• Maintain and distribute employee communications, policy manuals, and procedural documentation.

• Promote positive employee relations through professional, responsive, and confidential support.

• Assist with employee engagement and workplace morale initiatives.

Administrative & Office Support

• Perform general administrative and clerical duties for assigned managers and the HR department.

• Provide telephone coverage and respond to routine inquiries.

• Coordinate incoming and outgoing mail distribution.

• Prepare, compile, and maintain reports, spreadsheets, and departmental documentation.

• Assist with monthly budget reconciliations, invoice processing, and purchase tracking.

• Maintain organized filing systems and accurate administrative records.

• Coordinate schedules, meetings, and other departmental activities.

• Support additional administrative projects and assignments as needed.

Employee Programs & Special Events

• Coordinate employee programs and special events, including:

  • Employee recognition programs

  • Company-sponsored employee events

  • Scholarship programs

  • Employee appreciation activities

  • Recognition celebrations

• Assist with planning, scheduling, communication, and administrative coordination for HR-sponsored events.

• Support other employee engagement and organizational initiatives as assigned.

Required Qualifications

Education & Experience

• Minimum of 1 year of administrative or Human Resources experience.

• Previous experience supporting Human Resources functions preferred.

• General understanding of business practices, administrative procedures, and office operations.

• Previous experience within the organization preferred.

Technical Skills

• Proficiency with Microsoft Office applications, including:

  • Microsoft Word

  • Microsoft Excel

  • Microsoft Outlook

• Strong computer and data entry skills.

• Ability to maintain accurate electronic and physical records.

• Experience preparing reports, spreadsheets, and administrative documentation.

• Ability to learn and utilize HRIS and applicant tracking systems.

Professional Skills

• Strong attention to detail and accuracy.

• Excellent organizational and time management skills.

• Ability to manage multiple assignments and meet competing deadlines.

• Effective verbal, written, and listening communication skills.

• Strong customer service and interpersonal skills.

• Ability to communicate professionally with employees from diverse backgrounds.

• Ability to maintain confidentiality when handling sensitive employee information.

• Professional demeanor with strong teamwork and collaboration skills.

• Ability to establish positive and trusting relationships with employees and management.

• Flexibility and adaptability in a fast-paced work environment.

• Ability to accept constructive feedback and demonstrate professionalism in challenging situations.

Preferred Qualifications

• Previous experience in an HR administrative, HR assistant, or HR coordinator position.

• Experience supporting recruiting, onboarding, and employee orientation activities.

• Familiarity with HRIS systems and applicant tracking systems (ATS).

• Experience maintaining employee personnel files and processing employee status changes.

• Experience preparing staffing reports, turnover reports, or attendance tracking.

• Knowledge of HR policies, procedures, and employee relations practices.

• Experience supporting temporary staffing programs or coordinating employee events.

• Experience working in a manufacturing, industrial, or production environment.

Key Competencies

• Human Resources Administration: Supports daily HR functions, employee documentation, recruiting activities, and workforce reporting.

• Attention to Detail: Ensures accuracy and completeness when maintaining employee records and entering HR data.

• Confidentiality: Handles sensitive employee and organizational information responsibly.

• Communication: Communicates effectively with employees, management, candidates, and internal stakeholders.

• Organization & Prioritization: Manages multiple responsibilities and deadlines efficiently.

• Customer Service: Provides timely, professional, and helpful assistance to employees and candidates.

• Adaptability: Responds effectively to changing priorities and business requirements.

• Teamwork: Collaborates with HR professionals, management, and employees to support departmental objectives.