Administrative Assistant

VIVA USA Inc; Batesville (IN); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Onsite role

OT possible

Job summary

VIVA USA Inc in Batesville, IN is seeking an HR Admin Assistant to provide comprehensive HR support at 100% onsite, assisting with onboarding, benefits, payroll inquiries, and maintaining employee records. This role serves as a friendly first point of contact for staff and helps ensure accurate data and policy compliance.

The ideal candidate will have 1–3 years HR/administrative experience, fluency in MS Office, and familiarity with Workday.

Qualifications

• Minimum 1–3 years HR/Administrative experience.
• Experience with Workday preferred.
• Strong written and verbal communication and confidentiality.

Responsibilities

• Process new-hire and change-of-status forms.
• Support onboarding and employee records maintenance.
• Prepare reports using HRIS and Workday data.
• Coordinate interviews and job postings.
• Assist with payroll inquiries and benefits information.
• Maintain compliance with company policies and confidentiality.

Skills

Strong written and verbal comms

Excellent organizational skills

Multitasking under deadlines

Confidentiality and discretion

Education

Associate degree

High school diploma

Tools

Workday

Microsoft Office (Excel, PowerPoint)

HRIS systems

Job description

100% onsite

Provides broad human resources support for the manufacturing site while also providing administrative support to the Plant Manager. The role serves as an accessible first point of contact for employees and supports HR operations, onboarding, employee data and records, reporting, employee engagement, and routine labor relations administration.

• Workday transactions and employee data maintenance
• Post openings, interview schedules, bid process
• HR reporting and analytics generation
• Personnel status changes
• Transfers, promotions, and organizational updates
• Workforce roster management
• Timecard and attendance reporting support
• Vacation and leave record administration
• Employee file management and record retention
• HR systems auditing and data integrity monitoring
• HR mailbox management and employee inquiry triage
• New hire processing and onboarding administration
• Union Administration Support
• Seniority list maintenance
• Job bid administration
• Labor relations documentation management
• Grievance tracking and recordkeeping
• Contract administration support
• Union workforce reporting
• Overtime and staffing tracking support
• Labor-management meeting preparation
• Documentation preparation for grievances and arbitrations
• New hire orientation
• Maintenance of required labor relations records

JOB SUMMARY:

Provides comprehensive support to the Plant Manager & Human Resources department by managing administrative tasks, assisting with HR processes, onboarding, maintaining employee records, and serving as a first point of contact for employee inquiries regarding benefits, payroll, and company policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES: – Other duties may be assigned:

• Processes various forms related to documenting human resources activities such as new-hire, change-of-status, performance evaluations, benefits, terminations, etc.
• Conducts new-hire orientations.
• May prepare special reports, such as insurance, COBRA, OSHA, affirmative action and headcount using the HRIS.
• Provides general human resources support to Human Resources Department
• Provides information to employees on matters pertaining to their personal employee information.
• May facilitate employee training and be involved in needs assessments and recommendations.
• Maintain files, retrieving information as required by company policy, state laws, or federal laws.
• Compose and type correspondence, reports and presentations, with appropriate follow-up to ensure timeliness and accuracy.
• May be responsible for computing and processing company expenses and reimbursements and/or payroll calculations.
• Maintain engagement file, itineraries and calendar of events.
• Schedule meetings.
• Make travel accommodation and reservations.
• Develop and maintain reports and presentations as required.
• Plans well and can manage multiple priorities in a fast-paced environment.
• Perform other office functions such as answering phones, ordering office supplies, and looking up proof of deliveries.

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

• High school diploma required; Associate degree from an accredited college or university preferred.
• Minimum of 1 - 3 years’ Human Resources / Admin. Assistant experience required.
• Experience with Workday preferred.
• Demonstrate excellent organization skills, attention to detail, ability to work independently, and takes initiative.
• Strong written and verbal communication skills.
• Exceptionally strong organizational skills and ability to multitask.
• Competence with Microsoft Office Suite (PowerPoint & Strong Excel required).
• Demonstrate ability to always maintain confidentiality.

Notes

• M-F, 7AM-4PM OR 8AM - 5PM.
• Possibility of OT
• 100% onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status