Job Summary: We are seeking a highly organized and customer-focused HR Assistant -Receptionist fluent in English and Spanish to be the first point of contact for our company. This role is responsible for managing front desk operations including answering and directing calls, greeting visitors, and ensuring smooth day-to-day administrative functions. The ideal candidate will also provide administrative support to Human Resources, assist with New Hire document preparation, manage office supplies, and support company events. This position requires strong multitasking abilities, attention to detail, and a friendly and professional demeanor.
Essential Job Duties: The essential job duties include but are not limited to:
Answer and direct incoming phone calls professionally and courteously.
Greet and welcome visitors with a friendly attitude, notify appropriate personnel, and escort guests as needed.
Manage incoming and outgoing mail, including FedEx shipments and certified mail and distribute packages to the appropriate personnel.
Ensure office equipment is stocked and functioning, including the postage machine
Maintain a clean and organized front desk and common office areas.
Monitor, order, and restock office, kitchen, and cleaning supplies as needed.
Refill coffee bars and restock copy paper at designated stations.
Maintain key logs, issue and monitor keys, and keep key lock boxes organized.
Update company phone lists, bulletins, and internal notifications.
Manage the company uniform inventory and track merchandise distribution.
Bind safety books for project sites and company vehicles.
Maintain and update sales mailing lists and prepare shipments.
Track and compile daily attendance records.
Manage employment applications and new hire documentation, ensuring forms are available, assisting applicants as needed, and preparing benefits and retirement folders.
Support event coordination, including luncheons and company gatherings.
Run background checks and prepare drug screen authorizations
Enroll employees in benefits and assist with changes (e.g., address updates, salary adjustments)
Process terminations and ensure proper offboarding documentation
Requirements
Bilingual – Fluent in English and Spanish (verbal and written)
2+ years of administrative, receptionist, or HR experience
Comfortable working in a manufacturing/construction environment
Proficiency in Microsoft Office (Word, Excel, Outlook)
Ability to handle confidential information with discretion
Excellent interpersonal and communication skills
Strong attention to detail and organizational skills
Ability to work independently and take initiative
Essential Mental Functions:
Ability to multitask and prioritize tasks effectively in a fast-paced environment.
Ability to maintain confidentiality and handle sensitive information.
Strong attention to detail, with excellent organizational and time management skills.
Professional demeanor with strong interpersonal skills for handling visitors and calls.
Ability to follow detailed procedures and maintain accurate records.
Essential Physical Functions:
Ability to sit, stand, and walk for extended periods.
Occasional lifting of office supplies, packages, or mail (up to 50 lbs.)
Frequent reaching, bending, and repetitive hand movements for typing and filing.
Ability to move between different office areas as needed.
Essential Equipment Used:
Multi-line phone system for answering and directing calls.
Copier, scanner, fax machine, and binding/laminating equipment.
Postage meter and mailing equipment.
Proficient use of office equipment such as computers, printers, and telephones.
Working Conditions: This position is based in an office environment, requiring regular interaction with team members, visitors, and vendors. The role demands strong attention to detail, effective communication, and time management skills, along with a friendly and professional demeanor. The candidate must be comfortable handling multiple tasks in a dynamic setting while maintaining organization and efficiency.
Additional Job Duties: Other duties may be assigned, either temporarily or permanently.
We offer:
100% employer-paid medical, life, short and long-term disability, and AD&D insurance for employees.