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Staffing Alternatives · 1 month ago

HR/Ops Administrative Assistant (Bilingual English-Spanish)

Swedesboro, NJ

Full-time

Onsite

Entry Level

$22/hr - $22/hr

2+ years exp

Staffing Alternatives is seeking a bilingual HR/Ops Administrative Assistant to support their client in a fast-paced environment. The role involves managing calendars, coordinating travel, and providing comprehensive administrative support to ensure efficient operations and safety compliance.

FinanceRecruitingStaffing Agency

Responsibilities

Manage calendars, schedule meetings, and coordinate travel arrangements for the on-site manager

Screen emails and phone calls; respond or redirect as necessary

Prepare agendas, take meeting notes, and follow up on action items

Draft and format internal communications, reports, and memos

Provide administrative support for safety to DC supervisors and managers

Monitor, evaluate, and report weekly inventory levels for all materials

Support PPE (Personal Protective Equipment) compliance, communication, and enforcement across the facility

Conduct daily, weekly, and monthly safety inspections

Assist supervisors/managers with internal and external audit preparation and documentation

Support the DC Manager with record-keeping, safety documentation, Excel reporting, and monthly expense reports

Track and update department attendance, labor logs, and vacation schedules

Collect and organize departmental reports (production, shipping, maintenance)

Maintain updated records of SOPs, policy files, and audit documentation

Code and process weekly invoices to the appropriate accounts

Assist with purchasing office supplies, warehouse materials, and maintenance team resources

Perform office support duties, including answering and routing phone calls, responding to emails, and coordinating with vendors

Collaborate with the Purchasing Department to process and track purchase orders

Follow up with vendors regarding order confirmations, deliveries, and discrepancies

Maintain organized records of all purchases and assist with reconciling PO logs

Greet and assist visitors, vendors, and employees, providing information and directing inquiries as needed

Maintain a clean and organized office environment, including the lobby, conference room, break rooms, and storage areas

Restock office supplies, beverages, and snacks as needed

Support the maintenance department with filing, ordering supplies, and communication with DC management

Assist with expense reports, invoice tracking, and departmental budgeting support

Coordinate temporary agency personnel requests, process weekly timecards, and send updated temp logs to Corporate HR

Ensure all new-hire and personnel documentation is submitted accurately to the Corporate HR team in Murrieta, California

Assist with employee events, timecard corrections, seasonal office decorations, and HR-related documentation

Partner with HR to schedule orientations, trainings, employee activities, and exit interviews

Qualification

Microsoft Office SuiteBilingual English-SpanishHR administrative supportTime managementOrganizational skillsMulti-taskingAttention to detailProblem-solvingWritten communicationVerbal communication