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.