HR Administrative Assistant

We're seeking a reliable HR Administrative Assistant to provide administrative support to the Employee Relations Department. The Associate will support managers and employees, assisting in daily office needs and managing the department’s administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS Excel and office equipment.

If you have previous experience of performing administrative work in a Human Resources or executive level department and familiarity within our industry, we’d like to meet you. Ultimately, a successful Associate should ensure the efficient and smooth day-to-day operation of our office. They maintain strict levels of confidentiality, are highly organized, detail-oriented, adaptable, punctual, and technologically proficient. This is a full-time, hourly position based out of our headquarters location in Vernon, CA.

The position is 100% on site.

This position pays $25.00/hour.

Requirements

• Monitor and manage the Employee Relations (ER) intake inbox; acknowledge inquiries within defined service-level agreements (SLAs) and provide first-touch responses.
• Triage ER inquiries and route matters to the appropriate ER level, Legal, or other stakeholders in accordance with established protocols.
• Maintain accurate and confidential employee personnel files, ER records, trackers, and documentation.
• Coordinate interviews, meetings, grievance sessions, trainings, and other ER-related meetings, including scheduling, logistics, and documentation support.
• Maintain ER templates, forms, resource libraries, and tracking tools to ensure consistency and compliance.
• Provide scripted policy and process guidance for routine employee and manager inquiries.
• Track corrective action documentation and outcomes and ensure records are complete and up to date.
• Coordinate asset collection and logistics during employee separations.
• Support grievance processes by coordinating meetings, preparing materials, and tracking required follow-ups.
• Support labor relations activities, including compliance with dues and membership requirements, coordinating union visits for card checks, and completing new store recognition processes.
• Route legal requests to the appropriate ER level and Legal team and complete basic legal and compliance requests using established checklists and guidance.
• Manage the distribution, delivery, and posting of required labor law posters across all locations.
• Support Leave of Absence (LOA) mail processing, including benefit check communication and coordination.
• Perform basic system administration tasks, such as password resets and access updates, as directed.
• Complete employment verifications (VOEs) and approve expense reimbursements in accordance with policy.
• Perform basic data management and record-keeping tasks within ER systems (e.g., Greenleaf or similar tools).
• Support ER training programs by coordinating scheduling and logistics, maintaining training materials and recordings, tracking attendance and completion, and collecting post-training feedback.
• Assist with updates to training materials based on guidance from ER leadership.
• Support ER projects through task execution, coordination, and follow-up with project owners.
• Maintain project trackers and prepare meeting notes, action items, and follow-up communications.
• Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to modification to accommodate individuals with disabilities.
• Technical Skills & Abilities: Strong professional verbal and written communication skills
• Ability to manage multiple priorities, work under time constraints, and consistently meet deadlines
• Self-starter who is comfortable with ambiguity and able to work effectively in a collaborative, fast-paced environment
• Highly organized with strong attention to detail and accuracy
• Demonstrates composure, discretion, and professionalism when handling sensitive matters
• Excellent typing and data entry skills
• Proficient in Google Workspace and Microsoft Office Suite, with advanced proficiency in Excel
• Education & Experience: Bachelor's degree preferred
• 1–3 years of experience in an HR, Employee Relations, or administrative support role preferred
• Familiarity with HRIS platforms (e.g., UKG, Workday, ADP) and/or case management systems preferred
• Experience with calendaring, data entry, and Excel in roles requiring a high level of confidentiality
• Additional Requirements: Must be at least 21 years of age.
• Must be able to push, pull, move, and/or lift a minimum of 15 lbs. to a minimum height of 5 feet and able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
• Prolonged periods of standing, sitting at a desk, and working on a computer
• Must be able to access and navigate each department at the organization's facilities.
• Ability to walk up and down stairs during your shift.
• Must be able to stand, sit for prolonged periods of time, bend, kneel, squat, and twist.
• The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.