HR Onboarding & Office Operations Specialist

dbHMS; Chicago (IL); On-site; USD 42,000 - 65,000; Full time

Job summary

dbHMS seeks an Administrative Assistant to support the Human Resources team and broader organization. You will coordinate interviews, onboarding activities, maintain records, and manage office operations to ensure a welcoming workplace.

The role requires strong organization, attention to detail, and excellent communication with employees, candidates, vendors, and partners. You will work closely with the HR team to maintain efficient processes and a positive workplace culture.

Qualifications

• 0–2 years of professional experience.
• Proficient with technology and quick to learn new software.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Maintain and update the Applicant Tracking System (ATS).
• Schedule interviews and coordinate communication between candidates and interviewers.
• Provide timely candidate status updates to hiring teams.
• Verify and document candidate references.
• Support recruitment events and onboarding activities.
• Coordinate and schedule new hire onboarding processes.
• Develop and implement onboarding procedures.
• Track employee reviews and onboarding materials.
• Maintain confidential employee records and documentation.
• Manage day-to-day office operations and facilities.
• Receive, distribute, and track packages and deliveries.
• Order office supplies and maintain inventory.
• Coordinate office events and engagement activities.
• Manage building access and meeting logistics.

Skills

Organizational skills

Time management

Communication skills

confidentiality

Education

Bachelor's degree in Business Administration, Office Administration, Human Resources, Organizational Leadership, Communications, or related field

Tools

Microsoft Office

Paycor ATS

Job description

dbHMS seeks an Administrative Assistant to support the Human Resources team and broader organization. You will coordinate interviews, onboarding activities, maintain records, and manage office operations to ensure a welcoming workplace.

The role requires strong organization, attention to detail, and excellent communication with employees, candidates, vendors, and partners. You will work closely with the HR team to maintain efficient processes and a positive workplace culture.