Human Resources Administrative Assistant

Aston Carter•Oceanside, CA

2d•$25 - $29•Onsite

About The Position

This Human Resources Administrative Assistant role is a 6‑month onsite contract opportunity, with potential to extend based on ongoing needs. The position focuses on auditing and organizing employee records across multiple sites, standardizing files into a virtual database, and supporting the HR team in a professional corporate environment. This is an excellent entry point into HR or business for candidates looking to gain hands-on corporate experience.

Requirements

Demonstrated 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 accurate and efficient input of information into databases or tracking systems.
Strong professional communication skills, both written and in-person, for interacting with employees and HR staff.
Comfort working in a corporate or HR environment with employee records and administrative processes.
Ability to confidently follow up with employees across multiple sites to collect missing documents and signatures.
Capability to scan, digitize, and upload documents into a virtual database or electronic filing system.
Organized and self-directed work style, with the ability to manage projects with minimal supervision.
Customer service mindset when dealing with employees and internal stakeholders.
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 strongly preferred, particularly for new graduates seeking corporate experience.
Prior experience auditing employee files or working with HR documentation is beneficial but not required.
Comfort working across multiple locations, supporting four sites in total.
Ability to adapt to new systems and software as the organization selects and implements a virtual records platform.
Strong organizational skills and ability to prioritize tasks in a fast-paced, project-driven environment.
Professional demeanor and ability to work effectively as part of an onsite HR team.
Motivation to build a career in HR or business and take advantage of an entry-level opportunity in a corporate setting.

Responsibilities

Audit employee files for multiple sites, reviewing records for completeness and accuracy.
Identify missing documents in employee files and proactively follow up with employees to obtain required forms and signatures.
Create complete employee files for individuals who do not currently have them established.
Organize and process a high volume of paper-based and digital employee records.
Scan, digitize, and upload documents into a virtual database, ensuring proper categorization and file naming.
Standardize employee records from different formats and locations into one consolidated virtual database.
Maintain meticulous record keeping and documentation practices in line with HR and corporate standards.
Provide administrative support to the HR team, including data entry and file processing as needed.
Communicate professionally with employees across multiple sites to coordinate document collection and resolve record issues.
Manage assigned projects with minimal supervision, staying organized and self-directed to meet deadlines.
Collaborate with onsite HR team members to align record-keeping processes and support broader HR initiatives.
Handle confidential employee information with discretion and maintain strict confidentiality at all times.