HR Administrative Assistant

BBSI is in search of the following candidate-

The HR & Administration Assistant provides comprehensive administrative support to the Human Resources and Administration teams to ensure efficient day-to-day HR activities and smooth office operations. This position supports employee services, recruiting coordination, onboarding and offboarding, HR recordkeeping, employee engagement activities, facilities and office administration, document management, and general administrative needs. The ideal candidate is organized, dependable, detail-oriented, service-oriented, and comfortable managing multiple priorities. This position requires professionalism, sound judgment, and a high degree of confidentiality when handling sensitive employee and company information. The HR & Administration Assistant also serves as a backup to the Administration department during vacations and other absences.

Human Resources & Administrative Support

• Monitor HR calls and voice mail.

• Receive USPS mail scan, sort and distribute.

• Assist with employment verification requests and other routine employee documentation.

• Help maintain personnel files and ensure required documents are complete and properly filed.

• Assist with HR audits and help ensure employee records are accurate and organized.

• Track onboarding and other HR-related tasks and follow up as needed.

• Assist with preparing new hire materials, welcome information, and orientation schedules.

• Assist with scheduling interviews, candidate tracking, orientations, and HR meetings.

• Help maintain job postings and update recruiting information as needed.

• Assist with collecting information and preparing reports for the HR team.

• Support employee surveys, engagement activities, and other HR initiatives.

• Assist with preparing and distributing HR forms, notices, and company communications.

• Provide general administrative support to the HR department and office as needed.

• Assist with photocopying, scanning, filing, and electronic document management.

• Maintain office calendars, contact lists, and other administrative records.

• Assist with office supplies and monitor inventory levels to ensure adequate stock.

• Coordinate shipping and receiving of documents, packages, and office materials.

• Assist with vendor communications and routine administrative requests.

• Prepare purchase orders, invoices, and other documentation using Microsoft D365.

• Follow up on invoices, purchase orders, and routine administrative requests.

• Assist with employee events, celebrations, and office activities.

• Help coordinate employee appreciation and recognition activities.

• Assist with ordering and distributing anniversary, service awards, and employee recognition gifts.

Essential works experience and skills

• High school diploma or equivalent required; Associate's or Bachelor's degree, college coursework, or other education in Human Resources, Business Administration, or a related field preferred.

• 3–5 years of related administrative, office support, receptionist, HR, or customer service experience preferred, including exposure to Human Resources responsibilities.

• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Proficiency with Adobe applications.

• Experience with HRIS, and ERPs, or business systems such as MS D365 preferred.

• Strong organizational, prioritization, and time-management skills with the ability to manage multiple assignments and meet deadlines.

• Excellent written and verbal communication skills with the ability to interact professionally with employees, candidates, visitors, vendors, and leaders at all levels.

• Strong attention to detail, accuracy, and recordkeeping.

• Ability to maintain confidentiality and handle sensitive employee and Company information professionally.

• Strong problem-solving skills and the ability to exercise sound judgment within established policies and procedures.

• Ability to read and interpret general business documents, professional communications, policies, procedures, and HR-related materials.

• Ability to perform basic arithmetic calculations, percentages, data tracking, and routine reporting functions.

• Ability to follow instructions and work effectively both independently and collaboratively as part of a team.

• Professional, friendly, dependable, and service-oriented approach.

Physical Requirements

• Ability to sit and work at a computer for extended periods.

• Ability to communicate effectively by telephone, email, and in person.

• Ability to occasionally lift, carry, move, or handle office supplies, packages, and other materials weighing up to approximately 25 pounds.

• Ability to perform routine office, filing, administrative, and workplace-support duties.

BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

BBSI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
California applicants: to see how we protect your data, visit our website at https://www.bbsi.com/privacy-notice-california-applicants.