Human Resources Administrative Assistant

We are seeking a highly capable Human Resources Administrative Assistant to join our team and provide comprehensive support to our Corporate Office and the Human Resources department.

You will be responsible for efficiently processing employee data, keeping company policies up-to-date, and assisting in the hiring process. Your exceptional organizational skills will contribute to the smooth running of all front desk and HR operations. You will play a crucial role in maintaining accurate employee records, ensuring compliance with HR policies, and promoting effective communication within the organization. Your attention to detail and ability to handle confidential information with discretion will be essential in this role.

Join us and make a significant impact on our HR processes and overall organizational efficiency.

Position Summary

The Human Resources Administrative Assistant is responsible for providing administrative support to the Corporate Office and the Human Resources department. In this role, you will be responsible for efficiently processing employee data, keeping company policies up-to-date, and assisting in the hiring process. You will also be the first point of contact for employees and vendors. The HR Administrative Assistant will be responsible for creating a welcoming environment for the organization, its vendors and guests.

Essential Duties and Responsibilities

Administrative/Reception

1. Greets incoming visitors, answers incoming calls for multiple Hubbell entities and forwards them to the appropriate individual. Maintains general appearance of lobby and reception area, mailroom, first-and second-floor kitchenettes, and first-floor break room.
2. Processes incoming and outgoing mail, coordinates messenger service deliveries, processes overnight courier deliveries, and orders shipping supplies.
3. Maintains conference room schedules, company-wide vacation calendar, and company meetings/events calendar.
4. Provides administrative support for all departments of HRC in the areas of photocopying, mailings, coding invoices, scheduling meetings, filing, and various other assignments.
5. Responsible for ordering general office supplies, organizing, and maintaining inventory, and distributing incoming orders for various departments. Reconciles and codes invoices.
6. Acts as contact person for vending services. Responsible for maintaining inventory of general kitchen needs including coffee, plates, cups, silverware, and cleaning supplies for various areas.
7. Maintains petty cash fund and manages disbursement of personal postage. Requisitions postage meter money and supplies as needed.

Human Resources

1. Ensures HR department meetings are organized, scheduled and notes are distributed.
2. Assembles benefits packets for new hire orientation.
3. Updates HR System with new hire information & audits personnel files.
4. Assists in open enrollment activities.
5. Creates and distributes guidelines about company policies.
6. Ensures the company intranet is updated with HR information.
7. Coordinates HR projects.
8. Mail termination letters to employees.
9. Assist in processing candidates through the recruiting process.
10. Coding invoices for the HR department.
11. Assists in administrative duties for the employee engagement survey.

Corporate/Executive Event Support

1. Assists with invitations and lunch preparation for company events.
2. Assists with preparation for quarterly Board of Directors meeting.
3. Other duties as assigned.

Requirements

• 3+ experience in an administrative capacity, or similar role
• Human Resources experience preferred
• Associate’s degree in business or related field preferred
• Excellent multi-line telephone/interpersonal communication skills required
• Proficient in Microsoft Office including Word, Excel, and Outlook
• Familiarity with Human Resources Information Systems (HRIS)

Success Factors

• Excellent customer service
• Excellent written and verbal communication skills
• Strong attention to detail, organization, and accuracy
• Ability to multitask and prioritize, work under pressure, and meet deadlines
• Ability to interact with all levels of management
• Outgoing personality with ability to be flexible

Hubbell Realty Company and our affiliates are Affirmative Action, Equal Opportunity Employers (EOE/M/F/Vet/Disability) and E-Verify Participants.