Human Resources Assistant/Receptionist

Status: Full-time, non-exempt

Title: Human Resources Assistant/Receptionist

Supervisor: Director of Human Resources

Supervisory Responsibilities: Not applicable; individual contributor

We are seeking a professional, personable, and highly organized Human Resources Assistant / Receptionist to serve as the first point of contact for employees, applicants, customers, vendors, and visitors while providing administrative support to the Human Resources department.

This role is responsible for maintaining a welcoming and professional front lobby while assisting with HR functions such as onboarding, personnel records, employee communications, recruiting support, and administrative projects. The ideal candidate will have strong customer service skills, excellent attention to detail, sound judgment, and the ability to handle confidential information with professionalism and discretion.

Responsibilities

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Reception & Front Desk Operations

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• Serve as the primary receptionist and first point of contact for all employees, applicants, visitors, vendors, and guests.
• Greet visitors professionally and notify employees of arriving guests.
• Monitor and respond to the front entrance gate and visitor access system.
• Answer, screen, and direct incoming telephone calls.
• Maintain a clean, organized, and professional lobby and reception area.
• Ensure visitor sign-in procedures and proper guest check-in/check-out procedures are followed.
• Receive and distribute incoming mail and deliveries.
• Assist applicants with employment applications and general inquiries.
• Collaborate with the HR team to ensure front desk coverage at all times during normal operating hours, including lunches, breaks, absences, and any other time away from the desk.

Human Resources Administration

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• Create new hire onboarding folders, personnel files, and employee name badges.
• Collect, review, and make copies of Form I-9 documentation and other required onboarding documents on employees’ first day of employment.
• Prepare employment packets and onboarding materials.
• Scan, upload, and electronically file employee documentation in digital personnel files and place documentation in employees’ physical files.
• Maintain employee personnel files in accordance with company policies and record retention requirements.
• Create personnel file folders for HR staff as needed.
• Assist with HRIS data entry and maintain accurate employee records.
• Assist with entering and uploading employee certifications as needed.
• Prepare routine HR correspondence and forms when requested.

Employee Communications & Office Coordination

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• Maintain and update lobby signage and digital displays.
• Create monthly cafeteria menus and update weekly and monthly menus and other company informational postings.
• Assist in preparing printed materials, training handouts, presentations, and employee communications.
• Distribute company-wide communications as directed.
• Send company raffle announcements, recreational league offerings, and other employee communications when the HR Specialist I is unavailable.

Recruiting & Onboarding

Support

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• Assist with onboarding logistics for new hires.
• Prepare orientation materials and employee welcome packets.
• Coordinate onboarding documentation.
• Assist with scheduling interviews and phone screens as assigned.
• Assist with candidate communications as assigned.
• Support other recruiting activities as needed.

Department & Event

Support

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• Assist with planning, organizing, and coordinating employee events and company functions.
• Assist with designing training materials and other documents when needed.
• Assist with departmental filing projects, audits, and special assignments.
• Provide administrative support to the HR Director and HR team.
• Perform other duties and special projects as assigned.

Miscellaneous Support

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• Be a team player and assist with extracurricular events, team outings, special initiatives, and other tasks as assigned.

Education, Experience and Skills Required

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Required Qualifications

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• High school diploma or equivalent required.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Exceptional organizational skills with strong attention to detail.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn HRIS systems and other business software.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Professional appearance and demeanor.

Preferred Qualifications

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• One (1) year of administrative, receptionist, customer service, or office support experience.
• Previous Human Resources administrative experience.
• Experience with HRIS systems such as Paycom.
• Experience maintaining confidential employee records.
• Experience coordinating onboarding or recruiting activities.
• Familiarity with employment documentation, including Form I-9 processing.
• Experience supporting company events or employee engagement initiatives.

Knowledge, Skills & Abilities

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• Outstanding customer service skills.
• Strong organizational and time management abilities.
• Excellent attention to detail.
• Ability to handle confidential information with discretion.
• Ability to work independently and as part of a collaborative team.
• Professional verbal and written communication skills.
• Ability to adapt to changing priorities.
• Strong problem-solving skills.
• Positive, service-oriented attitude.
• Ability to build positive working relationships across all levels of the organization.
• Team player mentality.

Working conditions

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• Primarily office environment.
• Regular sitting, standing, walking, and computer use.
• Frequent interaction with employees, applicants, vendors, and visitors.
• Occasional lifting of office supplies or materials up to 25 pounds.
• May occasionally assist with company events outside normal work areas.