Human Resources Administrative Assistant

Cajun Industries, LLC

Key Responsibilities

• Provide administrative support across the Human Resources team.
• Greet and assist visitors to the HR office and manage the visitor check-in process.
• Maintain and confirm HR department phone and contact information.
• Assist with processing and organizing expense report documentation, including scanning receipts and supporting records.
• Order and maintain office supplies, coffee, meeting supplies, and other department materials; submit and follow up on office maintenance and facility requests.
• Manage HR training and conference room calendars, assist with room scheduling, and prepare rooms for meetings, trainings, interviews, and other HR events.
• Order, organize, and maintain required labor law posters and coordinate lamination and distribution.
• Perform occasional local errands and provide logistical support for HR department activities, recruiting events, trainings, and employee programs.
• Scan, index, organize, and maintain HR documentation in the appropriate employee or departmental records system, ensuring records are accurate, organized, and confidential.
• Maintain the Auto Insurance inbox and ensure applicable documentation is appropriately processed and indexed.
• Enter and maintain MVR information in Viewpoint as required.
• Assist with other HR system data entry, record maintenance, and administrative processing as assigned.
• Coordinate administrative setup for new HR department employees, including IT requests for system access, computer equipment, and other technology needs.
• Assist with workstation preparation and new hire readiness.
• Coordinate name plates, business cards, company apparel, credit cards, and other applicable new hire materials.
• Assist with welcome packages and onboarding materials for new hires supported by the Talent Acquisition team.
• Provide administrative support for HR and Professional Development training programs, including scheduling, participant communication, registration, waitlists, attendance records, and related documentation.
• Assist with training and Lunch & Learn logistics, including room reservations and preparation, training materials, meals and refreshments, sign-in sheets, and participant communications.
• Index and maintain documentation related to employee development programs, including the Salary Mentor Program, Intern Mentor Program, Accelerated Onboarding, and other Professional Development initiatives.
• Assist with administrative tracking and completion records for HR and Professional Development programs.
• Provide administrative and logistical support for campus recruitment activities, interviews, tours, and recruiting events, including preparation of materials and supplies.
• Maintain recruiting supplies between events and coordinate delivery of materials to employees representing Cajun at recruiting activities.
• Organize and maintain resumes and other recruiting materials as assigned.
• Prepare and maintain welcome packages and materials for Talent Acquisition-supported hires.
• Assist with iCIMS data entry, record maintenance, reporting, or other system administration as assigned.
• Support interview and candidate visit logistics as needed.
• Respond to requests from the HR team, candidates, employees, vendors, and visitors in a professional and timely manner.
• Identify opportunities to improve administrative processes, organization, and efficiency within the HR department.
• Provide backup administrative support across HR functions as business needs require.
• Assist with special projects, department events, audits, mailings, document preparation, and other HR initiatives as assigned.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Associate degree or additional education in Business Administration, Human Resources, or a related field preferred.
• Previous administrative, office support, Human Resources, or related experience preferred.
• Experience working in a fast-paced environment supporting multiple individuals or functional areas is preferred.

Knowledge, Skills, And Abilities

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• High level of attention to detail and accuracy.
• Strong follow-through and ability to independently track assignments through completion.
• Professional verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to work effectively with employees at all levels of the organization.
• Ability to handle confidential and sensitive employee information.
• Ability to exercise sound judgment and discretion.
• Ability to adapt to changing priorities and provide support across multiple HR functions.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and effectively utilize HR and business systems; experience with Viewpoint and iCIMS is preferred but not required.

Work Expectations

• Maintain regular and reliable attendance.
• Ability to work primarily in an office environment with occasional movement between offices, conference rooms, training areas, and recruiting or department events.
• Ability to occasionally lift, transport, or organize recruiting, training, and office materials.
• Local travel or errands may occasionally be required in support of department activities.