HR Admin Assistant

Canadian Solar•Jeffersonville, IN

4d•Onsite

About The Position

HR Admin Assistant provides comprehensive administrative support to operations and site leadership, ensuring efficient office and facility operations. This role serves as a key point of contact for employees, visitors, vendors, and business partners while supporting onboarding, travel coordination, reporting, office management, and general administrative functions. The ideal candidate is highly organized, proactive, customer-focused, and able to thrive in a fast-paced manufacturing environment.

Requirements

Associate or bachelor’s degree in business administration, Human Resources or a related field preferred.
Minimum 2 years of administrative support experience.
Experience supporting operations within a manufacturing environment preferred.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and AI).
Strong organizational, planning, and time-management skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities while maintaining attention to detail.
Strong customer service mindset and professional demeanor.
Ability to handle confidential information with discretion.

Nice To Haves

Experience using SAP or other ERP systems.
Experience supporting multinational or large-scale manufacturing organizations.
Experience with travel coordination, expense reporting, and event planning.

Responsibilities

Manage calls, emails, and correspondence, ensuring timely responses and appropriate routing.
Serve as the primary point of contact for visitors, vendors, and guests, maintaining a professional and welcoming environment.
Support daily administrative operations of the manufacturing facility to ensure smooth and efficient office functions.
Prepare reports, presentations, meeting materials, and other business documentation.
Maintain organized filing systems, records, and administrative documentation.
Coordinate domestic and international business travel, including flights, accommodations, transportation, and itineraries.
Schedule and coordinate meetings, training sessions, leadership visits, and site events.
Manage expense reporting and reimbursement tracking in accordance with company policies.
Assist with onboarding activities for new employees, including workspace preparation, equipment requests, and administrative set-up.
Serve as a resource for employees by responding to administrative inquiries and directing requests appropriately.
Support employee engagement activities, training coordination, and administrative communications.
Maintain office supply inventories and place orders to ensure adequate stock levels.
Coordinate mail distribution, shipping, receiving, and courier services.
Support office moves, workspace changes, and facility-related projects.
Coordinate maintenance and repair requests for office equipment and administrative resources.
Monitor office equipment inventory and recommend improvements or replacements as needed.
Generate reports and maintain data within company systems, including SAP and Microsoft Office applications.
Ensure accuracy and confidentiality of administrative records and information.
Identify opportunities to improve administrative processes and office efficiency.
Support special projects and cross-functional initiatives as assigned.
Perform additional duties as required to support operations and business objectives.