HR Assistant/Receptionist Details

HR Assistant/Receptionist

Imperative Care - Campbell, CA

Employment Type : Full-Time

The HR Assistant is responsible providing support to the human resources team with administrative tasks and coordination of events related to the employee life cycle. Tasks include maintenance of all employee personnel files, coordinating interviews, supporting the onboarding process including new hire orientation, HRIS data entry, and various additional projects as needed. As a receptionist this person will be greet visitors, answering incoming calls, direct calls to appropriate associates, distribute mail and packages, order supplies as well as additional clerical duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: other duties may be assigned on an individual basis:

• Prepare for new hire orientation, including assemble new employee files, schedule, and prepare conference room, and ensure all paperwork after orientation is accurate and delivered to payroll for deadlines
• Maintain confidentiality while managing employee files with accuracy and compliance, add documents throughout the year as employee events occur, i.e., salary changes/leave of absence/performance reviews/improvement plans
• Coordinate welcome packages for all new hires and send materials to field-based employees
• Assist with recruiting activities such as interview scheduling, ensure a positive candidate experience

• As requested, order lunches/prepare coffee/schedule conference rooms etc. for meetings
• File benefit and I9 documents
• HRIS maintenance and data entry, run reports as needed
• Process background check requests
• Coordinate and schedule training programs and track completion
• Gather required signatures and file updated job descriptions
• Act in a confidential capacity handling sensitive information
• Work collaboratively with the HR Team
• Greet visitors and direct them to the appropriate personnel as appropriate
• Answer main phone line and direct caller to appropriate person
• Provide callers with information such as company address, directions to the facility, website, and other related information
• Receive, sort, and forward incoming mail
• Coordinate the pick-up and delivery of express mail delivery (FedEx, UPS, etc)
• Routinely monitor and order office, kitchen, and general business supplies
• Maintain employee snack supplies for the break room; manage order and delivery process and check in regularly to assure snacks are available for employees
• May support senior staff members with various administrative activities including meeting and conference scheduling, travel arrangements, expense submissions, and general calendar management
• Actively promote and support the Quality Management System, Quality Objectives, and Quality Policy
• Actively promote and support the company’s Management Review process
• Inform responsible personnel of concerns involving product quality
• Perform job functions in a safe and effective manner
• Other duties as assigned

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