Human Resources Administrator

Ascent Aviation Services•Marana, AZ

About The Position

As the Human Resources Administrator at Ascent Aviation Services, you will provide essential administrative support to the Human Resources department, helping ensure smooth day-to-day operations across onboarding, recruitment coordination, employee records, and internal communications. Reporting directly to the Human Resources Manager, you will manage a variety of critical tasks including maintaining personnel files, coordinating interviews, preparing offer letters, managing supplies and documentation, and supporting company events. Your attention to detail and organizational skills will help create a professional and welcoming experience for candidates, employees, and internal stakeholders. In this role, you will embody our core values of Respect, Safety, Quality, and Results, playing an important part in fostering a positive and compliant work environment. This position is integral for our ability to build and support a strong, capable workforce as we work toward our mission of becoming the most trusted aerospace solutions provider in North America.

Requirements

Strong organizational, planning, and data entry skills with a high level of accuracy and attention to detail.
Ability to manage both repetitive tasks and shifting priorities in a fast-paced environment.
Demonstrated reliability, professionalism, and ability to maintain confidentiality.
Excellent verbal and written communication skills with a customer-service mindset.
Comfortable learning and navigating HR systems (e.g., ADP, SharePoint) and Microsoft Office tools.
Capable of working independently with minimal supervision while fostering positive team relationships.
Willingness to support HR events, new hire logistics, and represent Ascent at career fairs or networking events.
Able to follow structured processes and escalate when clarification is needed.
High School diploma or equivalent.
Minimum of one year of experience in an administrative position.
Basic working knowledge of Microsoft Outlook, Word, and Excel.
Strong attention to detail and ability to maintain confidentiality.
Basic understanding of professional email etiquette, including proper spelling and grammar, is required to ensure clear and effective communication.
Ability to read, write, and understand English to ensure clear communication and compliance with company policies, safety protocols, and regulatory documentation.

Nice To Haves

Two years or more of administrative experience supporting an HR team.
Experience working in the aviation industry, MRO environment, or other FAA-regulated setting.
Familiarity with onboarding processes and maintaining employee records.
Bilingual in Spanish highly preferred.
Experience using SharePoint or document management systems.
Familiarity with HRIS systems (e.g., ADP Workforce Now).
Experience using Canva.

Responsibilities

Greet and direct visitors, primarily internal employees and contractors.
Create, manage, and maintain both digital and hard copy personnel files for all employees & contractors.
Organize and maintain recruitment documentation and files.
Create and maintain standard operating procedures (SOPs).
Assemble and distribute New Hire Folders.
Create and issue ID badges for employees and contractors.
Conduct employment verifications.
Manage the department’s shared email inbox, including assigning messages to appropriate individuals in a timely manner.
Order office supplies and coordinate service calls for office equipment.
Pick up, sort, and distribute incoming mail and inter-office correspondence.
Maintain Human Resources bulletin boards and post policy changes.
Send interview confirmation emails to candidates and reminders to interviewers.
Refresh online job postings, send weekly priority jobs to Marketing to maintain visibility and attract top talent, & audit HRIS postings to Manpower report.
Support TA Partners by opening requisitions and preparing job offer letters.
Assist Talent Acquisition Partners with tracking metrics, generating reports, and updating job descriptions.
Maintain accurate and up-to-date new hire reporting from offer acceptance through first day.
Schedule & manage pre-employment drug screen and background checks process (Chain of Custody form, FAA Drug & Alcohol program standards, etc.)
Update certification information as needed (e.g., A&P licenses, Repairman Certificate numbers) and conduct annual reviews for accuracy.
Manage & update Organizational Chart as needed.
Manage the communication of updates of the Management Roster as needed.
Manage uniform inventory and coordinate distribution to employees.
Support Marketing by managing the SWAG inventory list.
Provide backup for coordinating operational department-specific employee appreciation events.
Assist with content for company newsletter.
Assist with company-wide events.
Undertake special projects assigned by the HR Director & HR Manager.