Human Resources Administrative Assistant

Aston Carter•Oceanside, CA

2d•$25 - $29•Onsite

About The Position

This Human Resources Administrative Assistant role offers a valuable opportunity to gain hands-on experience in a corporate HR environment by organizing, auditing, and digitizing employee records across multiple sites. The position is a 6‑month onsite contract, with the possibility of extension, and is especially well-suited for recent graduates interested in starting a career in HR or business while working closely with an experienced HR team.

Requirements

High attention to detail, especially when auditing and organizing large volumes of employee files.
Experience or strong ability in records documentation, record keeping, and file processing.
Proficiency in data entry with a focus on accuracy and completeness.
Strong organizational skills and the ability to manage tasks and projects with minimal supervision.
Professional communication skills, including clear written communication and in-person interaction.
Comfort working in a corporate HR environment and handling employee records and documentation.
Ability to scan, digitize, and upload documents into a virtual database or electronic filing system.
Comfort interacting with employees across multiple sites to collect missing documents and signatures.
Customer service mindset when working with employees and HR team members.
Interest in human resources or business operations and willingness to learn HR processes.

Nice To Haves

Bachelor’s degree in business, human resources, or a related field is highly beneficial and strongly preferred for new graduates.
Previous experience auditing employee files or working with HR records is helpful but not required.
Openness to learning new HR systems and document management software as the organization implements a new platform.
Self-directed and proactive approach, with the ability to take ownership of assigned responsibilities.
Ability to work effectively across multiple locations and adapt to different site needs.
Strong interpersonal skills and a professional demeanor in a business setting.
Motivation to build a foundation in HR or corporate business roles through hands-on experience.

Responsibilities

Audit employee files for multiple sites, reviewing existing records for completeness, accuracy, and consistency.
Identify missing documents and signatures in employee files and proactively follow up with employees to obtain the required information.
Create complete employee files for individuals who do not yet have them, ensuring all required documentation is included.
Scan paper-based documents and digitize existing records, then upload and organize them in a virtual database.
Standardize employee records by consolidating a mix of paper and digital files into a single, organized virtual filing system.
Maintain accurate record-keeping practices and ensure proper documentation is stored in the appropriate locations.
Perform detailed data entry to update and maintain employee information in the database with a high level of accuracy.
Provide administrative support to the HR team, including file processing, documentation updates, and other related tasks as needed.
Communicate professionally with employees across multiple sites, both in person and in writing, to collect documents and clarify information.
Manage assigned projects with minimal supervision by organizing tasks, prioritizing workload, and meeting deadlines.
Collaborate with the onsite HR team to ensure alignment with HR policies and procedures related to employee records and documentation.
Handle confidential employee information with discretion and maintain strict confidentiality at all times.