HR Administrative Assistant

Ideal Candidate: The HR Administrative Assistant provides administrative and operational support to the Human Resources department, with responsibility for recruitment coordination, onboarding, HRIS updates, compliance tracking, and employee support. This role serves as a key point of contact for candidates, employees, and visitors, while supporting hiring managers, benefits administration, and employee engagement activities. Strong organization, attention to detail, confidentiality, and the ability to manage multiple priorities are essential for success in this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serves as the primary point of contact for recruitment coordination, including reviewing applications, pre-screening candidates, and scheduling interviews with department managers.
• Maintains and updates recruitment databases and the Paycom Applicant Tracking System (ATS) with candidate information, interview schedules, and hiring manager feedback.
• Prepares and extends job offer letters to selected candidates, including salary, benefits, and start dates, ensuring accuracy and compliance with company policies.
• Coordinates pre-employment background checks and drug screenings by initiating clinic referrals and tracking completion.
• Partners with staffing agencies for hard-to-fill positions and supports rate negotiations in coordination with HR leadership.
• Coordinates and conducts new hire onboarding and orientation, including assigning badge numbers, payroll file numbers (for direct hires), requesting system and computer access, and preparing electronic personnel files.
• Verifies employment eligibility through I-9 and E-Verify processing for new hires and conducts quarterly I-9 audits to ensure ongoing compliance.
• Files and uploads employee documentation into electronic personnel files and conducts periodic personnel file audits to maintain compliance with recordkeeping requirements.
• Assists with employment verifications in a timely and professional manner.
• Assists with the annual Benefits Open Enrollment process, including employee communications, enrollment support, and documentation tracking.
• Reconciles monthly benefits invoices to ensure accuracy, identify discrepancies, and coordinate resolutions as needed.
• Responds to employee inquiries via email and phone, providing general HR support and ensuring timely follow-up on requests.
• Takes meeting minutes as needed and supports completion of HR-related administrative tasks and deadlines.
• Oversees front desk and visitor reception functions, including answering and routing calls, greeting visitors, issuing badges, maintaining visitor logs, and enforcing facility security procedures through controlled access systems.
• Oversees the DGM ChatBox by reviewing and responding to customer inquiries and preparing weekly activity reports for management.
• Assists with planning and coordinating company events and employee engagement initiatives, including birthday celebrations, blood drives, and monthly newsletters.
• Performs other related duties as assigned to support HR and organizational operations

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• 1-3 years of experience in an HR administrative, HR coordinator, recruiting coordinator, or similar support role preferred.
• High school diploma or GED required; associate’s or Associates degree in Human Resources, Business Administration, or a related field preferred.
• Experience supporting recruitment, onboarding, employee record management, and HRIS/ATS systems (Paycom preferred).
• Working knowledge of I-9, E-Verify, background checks, and personnel file maintenance.
• Experience assisting with benefits administration and open enrollment is a plus.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• High attention to detail and accuracy, especially when handling employee records and confidential information.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, Publisher, PowerPoint) and HR systems.
• Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information appropriately.
• Ability to work independently while collaborating effectively with HR leadership, hiring managers, and employees.
• Fluent in English; bilingual (English/Spanish) preferred
• Successful completion of IATA, IMDG, and 49 CFR training within 90 days of hire, with a minimum passing score of 90%.

KNOWLEDGE SKILLS AND ABILITIES

• Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, and tactfully with employees, candidates, managers, visitors, vendors, and customers at all levels of the organization using phone, email, and in-person communication.
• Ability to prioritize and manage multiple competing requests while meeting deadlines in a fast-paced, high-volume environment.
• Strong analytical and problem-solving skills to identify discrepancies, resolve issues, and escalate concerns appropriately.
• Strong customer service orientation with the ability to handle sensitive or difficult situations calmly and professionally.
• Confidentiality is crucial; ability to exercise sound judgment and discretion when handling confidential and sensitive information.
• Strong organizational skills with the ability to structure, track, and follow through on tasks independently.
• Ability to adapt quickly to changing priorities, processes, and organizational needs.
• Ability to work with a high degree of accuracy and consistency while managing detailed information.
• Ability to collaborate effectively with cross-functional teams while also working independently with minimal supervision.
• Ability to maintain professionalism and composure in high-traffic, front-facing, or time-sensitive situations.
• Ability to support employee engagement activities and contribute to a positive workplace culture.
• Ability to learn new systems, tools, and procedures efficiently and apply them accurately.
• Ability to follow established procedures while identifying opportunities for process improvement and efficiency.
• Demonstrate reliability through consistent attendance, punctuality, and availability to meet business needs.

DIRECT REPORTS

• This position has no direct reports.

WORK ENVIRONMENT AND SAFETY EXPECTATIONS

• Work is performed primarily in an office environment with regular interaction at the front desk, HR workspace, and employee-facing areas; occasional visits to warehouse or operational areas may be required for onboarding, badge issuance, or coordination purposes.
• Expected to model compliance with company policies, work instructions, and safety procedures while performing job duties
• Position involves frequent interaction with employees, candidates, visitors, vendors, and customers, requiring professionalism and confidentiality at all times.
• Required to follow all company safety policies, security procedures, and facility access protocols while performing job duties.
• May be required to wear Personal Protective Equipment (PPE) when entering warehouse or operational areas in accordance with company and site-specific requirements.
• Expected to maintain a clean, organized, and secure work area and support overall workplace safety and security practices.
• Work environment may include moderate noise levels, high employee traffic, and time-sensitive deadlines, requiring focus and adaptability.
• Expected to promote a positive, professional, and compliant workplace culture while representing the company to internal and external stakeholders.

PHYSICAL REQUIREMENTS

• Ability to sit, stand, walk, bend, and reach frequently throughout the workday while performing administrative, front desk, and HR support functions.
• Ability to lift, carry, push, or pull up to 25 lbs. occasionally (files, office supplies, onboarding materials, or event items).
• Frequent use of hands and arms for typing, filing, handling documents, and operating office equipment.
• Visual acuity sufficient to read computer screens, printed materials, forms, and identification documents accurately.
• Ability to communicate clearly in person, by phone, and via electronic communication.
• Ability to operate a personal computer, phone system, and other office equipment for documentation, reporting, and HR system data entry.
• Ability to sustain attention and perform repetitive tasks while managing multiple priorities.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

WORK SCHEDULE

• Standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility for occasional Saturdays, overtime, or adjusted hours as needed to meet operational demands.

Additional Notes

The responsibilities listed above describe the general nature and level of work performed by employees in this role. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

Equal Opportunity Employer

DGM Services, Inc. is an equal opportunity employer. We provide employment opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by applicable law.