HR Administrative Assistant

• Reports To: Director of Human Resources
• Position Type: Full-time
• Location: Miami, FL

Job Summary

We are seeking a highly organized, detail-oriented HR Administrative Assistant to provide critical operational support to our Human Resources department. In this role, you will act as a main point of contact for employee inquiries while managing core administrative workflows, including maintaining accurate personnel files, assisting with recruitment, and managing onboarding logistics. The ideal candidate thrives in a fast-paced environment, possesses strong hands-on experience with ADP, and excels at handling sensitive data with complete confidentiality.

Core Responsibilities

Maintain Employee Records: Keep physical and digital personnel files up to date in ADP regarding new hires, internal transfers, terminations, and performance changes.

Support Payroll Operations: Collect and verify timecards within ADP, track hourly metrics or overtime data, and resolve system discrepancies to ensure accurate, timely processing.

Coordinate Recruitment Logistics: Post open listings to job boards, screen incoming resumes, and use scheduling tools to coordinate interview panels between candidates and hiring managers.

Facilitate Onboarding & Orientation: Launch onboarding workflows inside ADP, prepare new hire packages, and guide incoming employees through initial paperwork..

Administer Benefits & Leave: Track employee paid time off (PTO), sick days, and leaves of absence within the system while helping employees navigate basic benefit enrollment queries.

Serve as Employee Liaison: Address day-to-day employee inquiries regarding company guidelines, escalate serious grievances, and direct staff members to the appropriate HR personnel.

General Office Support: Manage the HR team's calendar, coordinate logistical setups for hybrid/in-person training seminars, and draft routine department communications.

Required Skills & Qualifications

• System Expertise:Minimum 1 year of direct, hands-on experience navigating and managing workflows within ADP.
• Experience: 1–3 years of administrative experience, preferably in an HR department or corporate office setting.
• Education: High School Diploma or GED required; an Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field is a plus.
• Technical Proficiency: Competency with Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace.
• Discretion: Proven ability to handle private personal information, medical records, and payroll data with absolute confidentiality.
• Communication: Excellent verbal and written communication skills to clearly convey company parameters to diverse groups of employees.
• Organization: Superior multi-tasking skills with a natural ability to keep file systems clean, structured, and searchable.

Preferred Qualifications

Basic foundational knowledge of local, state, and federal labor laws and compliance guidelines.

Experience managing scheduling across remote and in-office team members.