hr and admin associate

The HR and Admin Associate who will assist the HR and Admin Manager should take on a variety of essential duties that support both the administrative and human resource functions of the organization. They play a crucial role in ensuring the day-to-day HR and administrative tasks run smoothly. Below are the duties and responsibilities they might handle:

HR Duties and Responsibilities:

• Recruitment Support:
• Assist with posting job advertisements on job boards and company websites.
• Help screen resumes and coordinate interviews.
• Maintain and update candidate records.
• Employee Onboarding:
• Assist with new hire orientations and paperwork.
• Ensure new employees complete all necessary documents and forms.
• Help prepare onboarding materials and workstations.
• Employee Records Management:
• Maintain and update employee files (physical or digital) with relevant information (personal data, employment history, benefits, etc.).
• Monitor and update staff leave records (sick leave, vacation, etc.).
• Attendance and Payroll Support:
• Track employee attendance and ensure leave requests are processed in a timely manner.
• Assist the HR and Admin Manager with payroll preparation by gathering data related to overtime, leave, etc.
• Training and Development Assistance:
• Help with scheduling training sessions and preparing materials.
• Track employee development programs and maintain training records.
• Employee Relations Support:
• Assist in organizing employee engagement activities, events, and wellness programs.
• Serve as a point of contact for employees regarding HR policies or general inquiries.
• Compliance:
• Ensure HR policies and practices comply with local labor laws.
• Help in preparing reports for audits and compliance checks.

Admin Duties and Responsibilities:

• Office Management:
• Assist with the day-to-day operation of the office (ordering supplies, maintaining office equipment, etc.).
• Help maintain office cleanliness and ensure workspaces are well-organized.
• Document Management:
• Organize and maintain both physical and electronic files.
• Draft and proofread correspondence, memos, and reports as directed.
• Meeting and Travel Coordination:
• Schedule meetings, book conference rooms, and ensure all logistics are taken care of.
• Assist with arranging travel for management or staff when required (flights, hotels, transportation).
• Health and Safety:
• Assist with ensuring the office complies with health and safety regulations.
• Maintain first-aid kits and assist in emergency planning.
• Vendor and Supplier Coordination:
• Assist in liaising with vendors and suppliers, handling invoices, and ensuring timely payments.
• Help with obtaining quotes for office supplies, maintenance services, etc.
• Communication Assistance:
• Act as a liaison between management and staff, relaying important information when necessary.
• Help manage company communications, including internal memos and emails.
• Support in Reports and Documentation:
• Prepare monthly, quarterly, or annual reports as required by the HR and Admin Manager.
• Collect data for HR reports (turnover, absences, training) and assist with analysis.

Key Skills for the Role:

• Organizational Skills: Must be able to handle multiple tasks at once and prioritize effectively.
• Attention to Detail: Accuracy in handling employee records, payroll, and documents is crucial.
• Communication Skills: Strong written and verbal communication to interact with staff and external parties.
• Tech Savvy: Familiarity with HR software, Microsoft Office Suite, and other tools used for record-keeping and administrative tasks.
• Discretion and Confidentiality: Handling sensitive employee information with care and confidentiality.

This position requires someone who is proactive, dependable, and willing to support the HR and Admin Manager in maintaining smooth operations, but without the direct supervisory responsibilities or decision-making authority at the managerial level.

Job Type: Full-time

Application Question(s):

• ARE YOU WILLING TO EXTEND HOURS WHENEVER NEEDED?
• ARE YOU WILLING TO WORK ON REST DAYS AND / OR HOLIDAYS WHENEVER NEEDED?
• ARE YOU WILLING TO TRAVEL OUT OF TOWN WHENEVER NEEDED?

Education:

• Bachelor's (Preferred)

Experience:

• HR AND ADMIN ASSOCIATE: 3 years (Preferred)

License/Certification:

• CERTIFIED HUMAN RESOURCE ASSOCIATE (Preferred)

Work Location: In person