Hr Admin

Roles and responsibilities

We are looking for a reliable Administrative Assistant who will undertake a broad set of administrative and clerical tasks, such as providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities, particularly making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. You will have to ensure the efficient and smooth day-to-day operation of our office.

You should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. It is also required to have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry.

Administrative Assistant Responsibilities Are

• Arrange events, appointments and travels
• Manage phone calls and correspondence (including email, memos, letters, faxes and forms)
• Attend meetings and take detailed minutes
• Participate in the preparation of regularly scheduled reports
• Organize contact lists and filing systems
• Meet and support visitors
• Help clients and company representatives contact each other
• Review and update office policies and procedures
• Monitor office supplies and research new deals and suppliers
• Prepare and submit expense reports
• Collaborate with executive and senior administrative assistants to handle requests and queries from senior managers
  

Administrative Assistant Requirements Are

• 2+ years' experience of working on an Administrative Assistant, Virtual Assistant () or other relevant position
• Significant experience with office management systems and procedures, as well as with office equipment, such as printers and fax machines
• Good practical experience with MS Office, particularly MS Excel and MS PowerPoint
• Strong time management and problem solving skills with the ability to prioritize work
• Outstanding written and verbal communication skills, with close attention to detail
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative Assistant or a Secretary will be a bonus

Desired candidate profile

1. Administrative Skills

• Organizational Skills: Ability to manage multiple HR tasks, documents, and employee records efficiently.
• Time Management: Prioritizing tasks effectively to meet deadlines, particularly in high-pressure situations.
• Attention to Detail: Ensuring that all HR-related documents, employee information, and payroll data are accurate.

2. Communication Skills

• Written Communication: Strong ability to draft clear, concise, and professional emails, letters, and reports.
• Verbal Communication: Effective in interacting with employees, answering queries, and assisting with HR-related matters.
• Interpersonal Skills: Building and maintaining positive relationships with employees and other departments within the company.

3. Confidentiality and Discretion

• Handling Sensitive Information: Maintaining the confidentiality of employee records, compensation details, and personal data.
• Trustworthiness: Being reliable and ethical when dealing with sensitive HR matters.

4. Knowledge of HR Systems and Tools

• HR Software Proficiency: Familiarity with HRIS (Human Resource Information Systems), payroll systems, and other HR management tools.
• Database Management: Competence in updating and maintaining employee records and HR databases.
• MS Office Suite: Proficient in Word, Excel, PowerPoint, and other office software for HR reporting and documentation.

5. Recruitment Support

• Job Posting and Advertising: Assisting with job postings on various job boards and internal systems.
• Candidate Screening: Helping with the initial screening of resumes, scheduling interviews, and preparing interview materials.
• Onboarding: Assisting in onboarding new hires by preparing necessary documentation and facilitating orientation programs.

6. Payroll and Benefits Administration

• Payroll Processing: Assisting with the preparation and processing of payroll, ensuring accuracy in employee compensation and deductions.
• Benefits Management: Assisting employees with benefits enrollment, claims, and inquiries related to health insurance, retirement plans, and other benefits.
• Tax and Compliance: Understanding and assisting in compliance with tax laws, payroll regulations, and other legal requirements.

7. Employee Relations

• Conflict Resolution: Assisting in resolving minor employee conflicts and helping to mediate discussions where appropriate.
• Employee Engagement: Helping to implement programs that boost employee morale, retention, and satisfaction.
• Handling Employee Queries: Addressing employee questions regarding HR policies, procedures, and company rules.

8. Compliance and Legal Knowledge

• Labor Laws: Knowledge of local, state, and federal employment laws and regulations, including wage and hour laws, equal employment opportunity (EEO) guidelines, and workplace safety.
• Policy Enforcement: Helping ensure that company policies, procedures, and employee handbooks are up to date and compliant with laws.
• Documentation: Ensuring proper documentation for compliance and legal purposes (e.g., keeping track of employee attendance, performance reviews, etc.).

9. Problem-Solving Skills

• Issue Resolution: Ability to handle challenges related to employee relations, payroll discrepancies, and HR process inefficiencies.
• Analytical Thinking: Identifying trends in HR data and making recommendations for improvements in policies and practices.