HR Assistant / Office Coordinator (Part-time)

Job Title: HR Assistant / Office Coordinator

About the Role

Join Intelligent Fire Systems Solutions Inc as an HR Assistant / Office Coordinator to support HR operations and daily office coordination. This role plays a critical part in maintaining data accuracy, ensuring compliance, supporting onboarding and benefits workflows, and keeping our Anaheim office running professionally and efficiently.

Responsibilities

• Maintain accurate employee data in the HRIS, including job changes, reporting structures, personal data updates, and document tracking.
• Conduct scheduled audits of employee records to ensure completeness, accuracy, and compliance.
• Reconcile HRIS data against source documentation; identify discrepancies and escalate findings with proposed resolutions.
• Generate and validate HR reports (headcount, turnover, PTO balances, training compliance, etc.) and deliver by deadline.
• Maintain organized, audit-ready digital filing systems with consistent naming conventions and retention practices.
• Cover new hire onboarding tasks in alignment with established HR SOPs and timelines.
• Track completion of onboarding documentation and follow up to ensure deadlines are met.
• Prepare and distribute welcome communications, policies, and training materials using approved templates.
• Cover coordination with internal stakeholders to confirm workstation access, system credentials, badges/keys, and orientation logistics.
• Support I-9 workflow coordination and escalate any missing or time-sensitive documentation promptly.
• Support benefits onboarding coordination and ensure eligibility details are accurate and properly transmitted.
• Maintain benefits tracking logs and verify effective dates and documentation accuracy.
• Route benefits questions using approved escalation paths.
• Communicate professionally with internal teams and external vendors to prevent enrollment delays.
• Draft and send HR communications using approved templates, ensuring accuracy and professionalism.
• Maintain updated company phone directories, rosters, and contact lists with version control.
• Support HR compliance initiatives, policy rollouts, training reminders, and document tracking.
• Maintain strict confidentiality when handling employee records, investigations, and HR documentation.
• Serve as the primary point of contact for day-to-day office coordination at the Valencia location.
• Manage office supply inventory and vendor coordination for maintenance and services.
• Support mail handling, routing time-sensitive notices appropriately.
• Cover coordination for visitor management and building access procedures.
• Aid in logistics for orientations, training, and employee meetings.

Qualifications

• 1–2+ years of experience in HR administration, office administration, or a related support role preferred.
• Familiarity with HRIS systems (e.g., BambooHR, ADP, Paycom) and experience generating reports.
• Strong organizational skills and ability to manage multiple priorities simultaneously.
• High attention to detail with strong data accuracy.
• Accountable and reliable with consistent follow-through.
• Organized and able to prioritize effectively.
• Proactive and solution-focused.
• Discreet and professional when handling confidential information.
• Collaborative and team-oriented.

Benefits

• Competitive hourly compensation
• Medical insurance options
• Paid Time Off (vacation, sick leave, and holidays)
• Ongoing training and professional development
• Career growth opportunities within a growing fire-life safety company
• Supportive, purpose-driven team environment

Work Schedule

Part time (less than 30 hours a week)

Monday through Friday

Standard business hours (occasional adjustments may be required to support HR and office operations)

Work Location

In-office position based in Valencia, California, some travel required.

Primarily office-based with frequent computer and phone use

Occasional walking within the building for office coordination tasks

Work Environment & Physical Requirements

Standard office environment

Frequent computer and phone use

Prolonged sitting

Occasional lifting/moving of office materials up to 25 pounds

Equal Employment Opportunity Statement

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status.