Human Resources Administrative Assistant

International Shoppes; Village of Valley Stream (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

International Shoppes in the United States, operating across JFK, IAD, BWI, and other major airports, is seeking an HR Administrative Assistant to support HR operations, maintain employee records, and assist with onboarding and training activities.

The role requires close collaboration with HR teammates, meticulous handling of confidential information, scheduling airport badging, coordinating orientation, and ensuring compliance with company policies and federal regulations while contributing to

Qualifications

• Minimum one year HR administrative experience.
• Ability to work in fast-paced environment.
• Excellent interpersonal skills (active listening, verbal communication).
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office Suite and experience with HRIS.
• Excellent verbal and written communication skills.

Responsibilities

• Schedule airport badging appointments for applicants with the Port Authority.
• Keep applicants informed of next steps in the badging process.
• Submit new airport ID applications and process badge returns to Airport Administration Office.
• Track airport IDs and expiration dates and scan copies into employee files.
• Maintain and update employee records; manage HR databases with confidentiality.
• Coordinate onboarding activities for new hires and prepare orientation materials.

Skills

MS Office

HRIS

Communication

Organizational skills

Multitasking

Interpersonal skills

Confidentiality

Team player

Education

Bachelor’s degree in HR/Business Admin

PHR or SHRM-CP certification

Tools

HRIS

ATS

Payroll software

MS Office

Job description

International Shoppes has been delivering exceptional service and premium retail experiences to travelers since 1951. We proudly operate across some of the nation's busiest airports, including John F. Kennedy International Airport (JFK) Terminal 1, 4 & 5, Washington Dulles International Airport (IAD), Baltimore / Washington International Thurgood Marshall Airport (BWI), Bradley International Airport (BDL), George Bush Intercontinental Airport (IAH), Daniel K. Inouye International Airport (HNL), and Kahului Airport (OGG). We are committed to providing an outstanding shopping experience while representing many of the world's most recognized luxury, beauty, and lifestyle brands.

About the Role:

The HR Administrative Assistant plays a crucial role in supporting the human resources department by managing a variety of administrative tasks that ensure smooth and efficient HR operations. This position is responsible for maintaining employee records, partnering with the recruitment team, and assisting with onboarding and training activities. The role requires close collaboration with HR team members to facilitate communication between employees and management, ensuring compliance with company policies and legal requirements. The HR Administrative Assistant also handles confidential information with discretion and contributes to creating a positive work environment. Ultimately, this position supports the overall HR function by providing reliable administrative assistance that enables the department to focus on strategic initiatives.

Responsibilities:

• Contact applicants provided by the recruitment team to schedule airport badging appointments, with the Port Authority of NY & NJ.
• Keep applicants informed of next steps in badging process, (i.e. fingerprinting appointments, SIDA classes, new hire orientation classes).
• Submit all new airport ID applications, and process badge returns to Airport Administration Office in a timely manner.
• Responsible for keeping track of all airport ID’s and expiration dates. Including obtaining copies of ID’s and scanning them into employees’ airport file in scanning system.
• Maintain records of all airport ID renewal information.
• Verify Customs Applications submitted by employees and submitting them to CHASE Office.
• Conduct audits of airport ID badge information, employee federal I-9 forms, and employee parking logs.
• Maintain and update employee records and HR databases (such as ADP) with accuracy and confidentiality.
• Coordinate onboarding activities for new hires, including preparing orientation materials and facilitating introductions.
• Respond to employee inquiries regarding HR policies and procedures in a timely and professional manner.
• Organize and maintain physical and electronic filing systems for HR documents in DocRecord.
• Assist in additional human resources duties as needed.

Education & Experience:

• Minimum one (1) year HR administrative experience
• Ability to work in fast-paced environment
• Excellent Interpersonal Skills (examples are: active listening, verbal communication, assertiveness)
• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HR information systems (HRIS).
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Experience with applicant tracking systems (ATS) and payroll software.
• Knowledge of federal and state employment laws and regulations.
• Certification such as PHR (Professional in Human Resources) or SHRM-CP (Society for Human Resource Management - Certified Professional).
• Demonstrated ability to handle sensitive and confidential information with discretion.

Requirements:

• Must be detailed oriented
• Ability to manage confidential information
• Must present professional behavior and appearance while interacting with candidates and outside business partners
• Proficient in MS Office
• Team oriented / Team Player
• Must pass airport security background check with Port Authority of NY & NJ
• Travel between terminals and Airport Administration Building required
• Full - Time 40 hours/week
• Vacation / Personal / Sick time
• Traveling opportunities
• Great work environment

Skills:

The HR Administrative Assistant utilizes strong organizational and multitasking skills daily to manage employee records and coordinate onboarding processes efficiently. Communication skills are essential for interacting professionally with candidates, employees, and management, ensuring clear and respectful information exchange. Proficiency in HRIS and Microsoft Office tools enables the assistant to maintain accurate data and generate reports that support HR decision-making. Knowledge of employment laws and confidentiality practices ensures compliance and protects employee privacy. Additionally, problem-solving and interpersonal skills help the assistant address employee inquiries and contribute positively to the workplace culture.

To ensure that we continue to hire competent, ethical and trustworthy individuals, all candidates will be required to complete a thorough Port Authority Security background check prior to receiving any final offer of employment from International Shoppes.

*We are an Equal Employment Opportunity Employer*