Administrative Assistant

About the role

This position will primarily assist with recruiting, pre-employment, and onboarding activities for new hires while also providing general administrative support. The Administrative Assistant will help maintain effective communication and workflow. This position handles applicant, employee, and company information, maintaining confidentiality, professionalism, and discretion is essential.

Responsibilities

• Aid HR with job postings, candidate communication, interview scheduling, and recruiting-related follow-up.
• Cook up pre-employment activities, including collecting required documents and monitoring completion of onboarding tasks.
• Communicate with candidates and new hires regarding application requirements, onboarding steps, start dates, and required documentation.
• Track recruiting and onboarding progress using company systems.
• Maintain accurate and confidential applicant and employee records.
• Handle sensitive employee, candidate, and business information with professionalism and discretion.
• Provide general administrative support.
• Handle incoming and outgoing mail, packages, telephone calls, and correspondence.
• Maintain organized electronic filing systems.
• Perform filing, scanning, copying, data entry, and recordkeeping duties.
• Aid with scheduling, meeting coordination, and time-sensitive follow-up.
• Document preparation.
• Prepare reports, letters, spreadsheets, forms, and templates using Microsoft Word and Excel.
• Review documents and data for accuracy, completeness, and proper organization.
• Maintain electronic records and assist with document scanning, filing, and retention.
• Update tracking reports and spreadsheets related to recruiting, onboarding, and office operations.

Requirements

At least one year of administrative, receptionist, scheduling, recruiting, HR support, or general office experience.
Proficiency in Microsoft Word, Excel, Outlook, and standard office equipment.
Strong data-entry, numerical, organizational, and recordkeeping skills.
Excellent attention to detail, accuracy, follow-through, and time management.
Ability to handle confidential and sensitive information with discretion.
Ability to multitask, meet deadlines, and adapt to changing priorities.
Strong written, verbal, interpersonal, and customer-service skills.
Dependable, flexible, professional, and team-oriented.
Ability to pass applicable pre-employment screening requirements, including a background check and motor vehicle record review.

Qualifications

Specific Qualifications:

• At least one year of administrative, receptionist, scheduling, recruiting, HR support, or general office experience.
• Proficiency in Microsoft Word, Excel, Outlook, and standard office equipment.
• Strong data-entry, numerical, organizational, and recordkeeping skills.
• Excellent attention to detail, accuracy, follow-through, and time management.
• Ability to handle confidential and sensitive information with discretion.
• Ability to multitask, meet deadlines, and adapt to changing priorities.
• Strong written, verbal, interpersonal, and customer-service skills.
• Dependable, flexible, professional, and team-oriented.
• Ability to pass applicable pre-employment screening requirements, including a background check and motor vehicle record review.

Physical Requirements

• Sit, stand, and walk for extended periods throughout the workday.
• Perform repetitive tasks, including typing, filing, scanning, copying, and data entry.
• Regularly use a computer, telephone, printer, scanner, and other standard office equipment.
• Occasionally lift, carry, push, or move items weighing up to 25 pounds.
• Bend, reach, kneel, and move throughout the office as needed.
• Maintain focus and accuracy while reviewing detailed documents, spreadsheets, and confidential information.
• Communicate effectively in person, by telephone, and through email.
• Reliable transportation is required to maintain consistent and punctual on-site attendance.

Work Environment

• Work is performed primarily in a professional office environment.
• Regular interaction with HR, office staff, field technicians, candidates, and new hires, is required.
• The position involves frequent interruptions, changing priorities, and time-sensitive requests.
• Occasional exposure to warehouse, construction, or field-service environments may occur.
• The employee must remain organized, professional, flexible, and discreet in a fast-paced environment.

License Required

Yes