HR Assistant and Administrative Support

HR Assistant and Administrative Support Location Oakland, CA (Rancho San Antonio area) :

Overview:

Support and complete general HR and office administration, including payroll, onboarding, HR-related tasks, office supply ordering, invoice organization and scanning, and metrics. Serve as a liaison to staff regarding HR-related questions and support. Maintain HR records, track designated documents, and work with senior leadership on developing administrative SOPs. Work collaboratively with all departments and provide administrative support where needed. Help coordinate meetings, including printing materials, sending emails, setting up meeting areas, and taking notes as required.

Essential Functions and Duties:

Responsibilities include, but are not limited to:

• Works with integrity, honesty, and knowledge while promoting the Company's culture, values, and mission.
• Oversee payroll, scheduling, time-off approvals, adherence to time clock, and oversight for payroll adherence.
• Maintains accurate and up-to-date human resource files, records, and documentation.
• Answers frequently asked questions from applicants and employees relative to the handbook, standard policies, 401k plan, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Serve as the point of contact for any workers' compensation claims.
• Work closely with accounting on 401k plan adherence and communication.
• Coordinate recruiting, job posting, scheduling interviews, and applicant communication.
• Prepares and processes termination documents and conducts exit interviews as requested.
• Organize onboarding orientation and training of new staff members. Conducts or assists with new hire orientation.
• Train the team on policies and procedures to ensure compliance with HR requirements.
• Ensure all employee rights posters and company communication are posted and current at each location and in the payroll system as needed.
• Coordinate all permit processing, recording, and posting for all locations and business areas.
• Responsible for mail sorting and distribution, managing and ordering office supplies, scanning and emailing bills, depositing checks, and invoice management.
• Point person for scheduling equipment maintenance, property security, and vehicle documentation.
• Assist with research and preparation of project-related reports/presentations.
• Contribute to a collaborative environment with all associates, departments, and locations to promote workplace productivity and teamwork and embrace and display the Company's mission, vision, and values.
• Any other tasks or projects assigned by the Director of Operations.

Required Skills:

• Minimum of two years experience working in human resources management practices and procedures.
• Associate degree in a related field preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Experience working in a payroll system (Paylocity is a plus).
• Ability to work independently and within a team environment while adapting to changing organizational and operational needs.
• An independent go-getter who has ownership of their projects, works well with changes, and is excellent at communicating progress updates.
• Critical thinker with strong organizational, problem-solving, and analytical skills.
• Ability to manage multiple projects simultaneously, set priorities, and manage time effectively.
• Experienced in data management and intermediate to advanced proficiency with MS Office and/or Google Workspace.
• Bi-lingual (English/Spanish) required.
• Ability to adapt to changing administrative and operational needs.
• Occasional travel to different company locations, markets, and special events.

Note: This is not intended to be all-inclusive. The employee may perform other related duties to meet the ongoing needs of the organization.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Employee discount
• Paid time off
• Referral program

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Human resources: 1 year (Preferred)

Language:

• English (Required)
• Spanish (Required)

Work Location: In person