Title: Human Resources Receptionist
Work Location: HR Baldwin Park Office
Department: Human Resources Department
Reporting to: HR Head of Talent Acquisition & Development
Pay Range:
Type of Employment:
Position Summary
As the HR Receptionist, you will be the first point of contact for our HR Department – Recruitment office. You will handle a wide range of administrative and clerical tasks to ensure the smooth operation of our HR functions and provide excellent customer service to employees and visitors.
Essential Functions and Responsibilities
The essential functions and responsibilities of the receptionist are as follows:
- Open and Close HR Office: Responsible for opening the HR office at the beginning of office hours (deactivating the office alarm, taking out signage, turning on lights and equipment); as well as responsible for closing the office at the end of office hours (bringing signage back in, taking out the office garbage, turning off lights, activating the alarm, and locking the office doors).
- Greet and Welcome Visitors: Welcome employees, job applicants, and other visitors to the HR department in a professional and friendly manner.
- Answer and Direct Calls: Answer incoming calls and transfer them to the appropriate person or department. Take messages accurately and relay them promptly.
- Maintain HR Records: Organize and maintain HR records, including phone screening documents, interview documents, and training documents. Ensure confidentiality and compliance with data protection regulations.
- Handle HR Correspondence: Prepare, distribute, and receive HR-related correspondence (such as inter-office correspondence, US Mail, FedEx, UPS, etc.).
- Assist with HR Projects: Support HR recruitment & training projects, along with new project initiatives, such as employee engagement programs, setting appointment, and training sessions.
- Provide Administrative Support: Assist HR staff with administrative tasks, such as filing, scanning, photocopying, and data entry.
- Manage Office Supplies: Monitor and replenish office supplies for the HR Baldwin Park office, ensuring availability for daily operations.
- Manage HR Inbox: Monitor and respond to emails in the HR department inbox, forwarding messages to the relevant HR staff as needed.
- Assist with Onboarding: Support the onboarding process for new hires by preparing paperwork, coordinating orientation schedules, and assisting with orientation sessions (for example: preparing employee badges, entering employee information into the company’s HRIS system, etc.).
- Backup Support: Aid other team members when there is a planned or unplanned absence to provide basic support in their function as needed.
Occasional Needs
- Occasional travel to the company’s warehouse or corporate office if needed.
- And all other duties assigned.
Education, Skills, and Requirements
- High School Diploma or equivalent, additional certification in Office Administration or HR is a plus.
- Excellent verbal and written communication skills, including ability to effectively communicate with team members and customers.
- 1 to 2+ years of experience as a clerk or equivalent.
- Proficient in speaking, reading and writing in English and Spanish.
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Able to work under pressure and meet company expectations and provide exemplary customer service to our customers and employees.
- Highly professional and able to use good judgement and maintain a high level of confidentiality and sensitivity.
- Able to maintain an approachable and appropriate attitude when interacting with all levels of personnel in a rapidly changing environment.
- Willing to work as part of a team and complete some work independently.
- Ability to maintain regular and punctual attendance.
Other Duties
This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. Other duties may be assigned. Examples include special assignments of an administrative or operational nature.
Succession Planning
The career progression for this classification would be the position of HR Generalist or Recruiter
Work Environment
In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow differently abled individuals to perform the essential functions of the job with the environment.
- Works with customers and employees in an indoor location that is clean, orderly, properly lighted and ventilated.
- Noise levels are considered moderate to low.
Essential Physical Demands
In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to allow differently abled individuals to perform the essential functions of the job.
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- Must be able to see, hear, speak, and write clearly in order to communicate with employees and/or customers.
- Able to push, pull, and lift up to 20 lbs. in weight.
- Able to stand and sit for 2-4 hours at a time.
- Able to stoop, kneel, stand, bend and reach over shoulder, overhead, and outward.
Equipment Used
- Computers
- Telephones
- Printers
- Shredder
- Filing cabinet
- Stepping stool
