Office Administrator – Human Resources Department

U.S. Spice Mills•Glendale Heights, IL

12h•$60,000 - $72,000•Onsite

About The Position

Company Overview : U.S. Spice Mills is a major supplier of pure spices in the U.S. food industry since 1986. We are proud to provide high quality spices to large food producers of national brands that you know and love. Position Summary The Office Administrator – Human Resources provides administrative and operational support to the HR department. This role is responsible for clerical functions, employee communication, documentation management, recruiting coordination, and day-to-day HR office operations. The ideal candidate is bilingual (Spanish/English), highly organized, technology-savvy, and comfortable leveraging AI tools to improve efficiency and accuracy. This position works closely with HR leadership to ensure smooth departmental operations and maintain a positive & collaborative company culture.

Requirements

Bachelor’s or associate degree in any areas of Business, Psychology, Human Resources, or related field is preferred
2+ years of administrative experience
Bilingual: Must read and write Spanish fluently
Excellent English reading and writing skills
Highly proficient with computers and office technology
Proficient in Microsoft Office (Word, Excel, Outlook) and/or Google Workspace
Proficient in using AI tools for administrative and communication support
Strong organizational skills and attention to detail
Ability to maintain confidentiality and handle sensitive information
Strong communication and interpersonal skills
Experience supporting recruiting or onboarding processes
Experience working in a fast-paced environment
Must be authorized to work in the United States.

Responsibilities

Maintain and organize employee records (digital and physical) with strict confidentiality
Prepare HR correspondence, forms, and internal communications
Manage HR calendars, meeting scheduling, and interview coordination
Support onboarding and offboarding processes
Assist with data entry, reporting, and document management
Utilize Microsoft Office and/or Google Workspace to prepare reports, spreadsheets, and presentations
Leverage AI tools to draft communications, summarize information, improve workflow efficiency, and support reporting
Build & Maintain HR databases and ensure data accuracy
Identify opportunities to improve administrative processes
Post job openings and monitor applicant tracking systems
Coordinate interviews and candidate communications
Assist with background checks and onboarding documentation
Support recruitment events and hiring initiatives
Serve as a communication bridge for Spanish-speaking employees
Translate HR documents and communications (as needed)
Assist employees with HR forms, policies, and benefits information
Other Duties as assigned