Administrative Specialist

VIVA USA Inc; Tampa (FL); On-site; USD 40,000 - 62,000; Full time

Job summary

VIVA USA Inc. is seeking a proactive Front Desk HR/Administrative Coordinator in Tampa, FL.

You will handle receptionist duties, a HRIS environment, onboarding, and recruiting coordination, while maintaining confidentiality of documents and payroll-related tasks. Ideal candidates have 5 years of related experience or an Associate degree, familiarity with ADP HR platforms, and strong communication skills in English.

Qualifications

• English required (spoken and written).
• 5 years related experience or an Associate's degree with related experience.
• HRIS experience required (3+ years).
• HR administration and coordinating processes (3+ years).
• Experience using ADP HR platforms (3+ years).
• New employee orientation and onboarding experience (2+ years).
• Staff recruiting processes experience (1+ years).
• Receptionist duties (1+ years).
• Employment verifications experience preferred (6 months).
• Experience with desktop computer, badge printer, copier/scanner/printer.

Responsibilities

• Serve as primary HR contact and support MS/office operations.
• Perform specialized admin duties for HR Office.
• Support purchasing: quotes, requisitions, POs, and P-Card usage.
• Respond to inquiries on purchasing, personnel, facilities, and admin policies.
• Provide cross-functional HR team support.
• Coordinate employee surveys and events.
• Prepare presentations and draft correspondence and reports.
• Perform basic data calculations for reports and presentations.
• Support Chief Administrative Officer with admin tasks.
• Coordinate internal and external events like job fairs and enrollment periods.
• Arrange staff travel and reimbursements.

Skills

English fluency

Receptionist experience

Onboarding

HR administration

Event coordination

Employment verifications

Education

High School Diploma or equivalent

Associates Degree in related field

Tools

ADP HR platforms

HRIS systems

Laserfiche

Job description

SUMMARY OF RESPNSIBILITIES AND SKILLS NEEDED: Front desk receptionist, switchboard, filing, New Employee Orientation, onboarding, I9, E-Verify. HR Experience, Recruiting Coordinator. Great with technology. Familiar with wage garnishments. Experience handling confidential documents, using ADP Workforce and Laserfiche, A PLUS!

ESSENTIAL JOB FUNCTIONS:

• Serves as a primary point of contact for Human Resources
• Performs specialized administrative duties required to support the Human Resources Office
• Supports purchasing requirements by researching items and obtaining price quotes, entering information into systems, coordinating requisition approvals, receiving purchase orders, and managing P-Card usage
• Responds to and initiates inquiries regarding purchasing, personnel, facilities, and administration. Explains policies and procedure, answers questions, and independently resolves problems.
• Provides cross-functional support to other Human Resources team members
• Coordinates employee surveys
• Prepares presentation materials for use by others, editing content and adding appropriate graphic and design elements. Responsibilities my include creating web content
• Compose and prepare correspondence, memoranda, forms, and reports using appropriate word processing and spreadsheet tools
• Preforms basic statistical calculations on data for reports and presentations
• Provides administrative support of the Chief Administrative Officer
• Participates in the coordination of internal and external events such as job fairs, benefits, annual enrollment, wellness fairs, and HART wellness initiatives
• Arranges and coordinates travel and travel reimbursement for staff

Skill - Required / Desired - Amount of Experience

• Ability to speak, write and understand English - Required -
• High School Diploma or equivalent and five (5) years of related experience, or Associates Degree in a related filed. - Required - 5 Years
• Work experience using HRIS Systems - Required - 3 Years
• Work experience with HR Administration and HR Coordinating processes - Required - 3 Years
• Experience using ADP HR platforms - Required - 3 Years
• Work experience with new employee orientation and onboarding - Required - 2 Years
• Experience with staff recruiting processes and guidelines - Required - 1 Years
• Experience as a receptionist (call routing,, filing, correspondence management) - Required - 1 Years
• Experience doing employment verifications - Highly desired - 6 Months
• Experience using a desktop computer, badge printer, copier/scanner/printer - Required -

Work environment: Front Desk, professional office environment

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