Human Resources Administrative Specialist

InstantServe LLC; Tampa (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

InstantServe LLC is seeking an HR Administrative Specialist to provide administrative and operational support to the Human Resources department. You will perform front desk reception, onboarding, recruiting coordination, HR documentation, purchasing support, and general office administration.

The ideal candidate has HR admin experience, strong communication and organizational skills, and the ability to handle confidential information with discretion.

Qualifications

• Experience in HR administration or office support roles.
• Strong communication, organization and documentation skills.
• Ability to handle confidential information professionally.
• Familiarity with onboarding, I-9 and E-Verify processes.
• Proficiency with standard office software and data handling.

Responsibilities

• Front Desk & Reception: greet visitors, answer calls, route inquiries, and serve HR as the first contact.
• HR Administration: maintain records, respond to inquiries, and process confidential documents.
• Employee Onboarding: assist orientation, I-9 completion and E-Verify steps.
• Recruiting Coordination: support recruitment tasks and job fairs / events.
• Purchasing & Procurement: obtain quotes, enter requisitions, process P-Cards and PO's.
• Employee Communication: address HR policy questions and resolve routine issues.

Skills

HR admin

Front desk

Onboarding

I-9/E-Verify

Recruiting support

Purchasing

Data entry

Confidentiality

Communication

Tools

ADP Workforce

Laserfiche

Job description

The HR Administrative Specialist will provide administrative and operational support to the Human Resources department, serving as a primary point of contact for employees, visitors, and external contacts. This position combines front desk reception, employee onboarding, recruiting coordination, HR documentation, purchasing support, and general office administration.

The ideal candidate will have prior HR administrative experience, strong communication and organizational skills, proficiency with office technology, and the ability to work independently while handling confidential employee information with discretion. Experience with ADP Workforce, Laserfiche, I-9 verification, E-Verify, and wage garnishments is highly desirable.

Key Responsibilities

• Front Desk & Reception: Answer and route calls, operate the switchboard, greet visitors, maintain filing systems, and serve as a primary point of contact for HR.
• HR Administration: Support daily HR operations, maintain employee records, process confidential documents, and respond to personnel-related inquiries.
• Employee Onboarding: Assist with new employee orientation, onboarding paperwork, Form I-9 completion, and E-Verify processes.
• Recruiting Coordination: Support recruitment activities, coordinate administrative tasks, and assist with job fairs and hiring-related events.
• Purchasing & Procurement: Research products and services, obtain price quotes, enter purchasing information, coordinate requisition approvals, process purchase orders, and manage purchasing card (P-Card) activities.
• Employee Communication: Respond to questions regarding HR policies, procedures, purchasing, facilities, and administrative matters; independently resolve routine issues.
• Reporting & Documentation: Prepare correspondence, memoranda, forms, spreadsheets, reports, presentations, and other business documents.
• Data & Analysis: Perform basic statistical calculations and organize information for reports and presentations.
• Employee Engagement: Coordinate employee surveys, benefits enrollment activities, wellness fairs, job fairs, internal events, and other employee initiatives.
• Executive Support: Provide administrative assistance to the Chief Administrative Officer and other HR team members.
• Travel Coordination: Arrange staff travel and process travel reimbursement documentation.
• Presentation & Web Support: Edit presentation materials, incorporate appropriate graphics and design elements, and assist with web content as needed.
• Cross-Functional Support: Collaborate with HR colleagues and provide administrative coverage across departmental functions.

Required Qualifications & Skills

• Previous experience in HR administration, office administration, or a related support role.
• Experience with front desk reception, telephone handling, filing, and document management.
• Familiarity with employee onboarding, new hire orientation, Form I-9, and E-Verify.
• Strong computer skills and proficiency with standard office applications, word processing, spreadsheets, and presentations.
• Excellent verbal and written communication skills.
• Ability to handle confidential and sensitive employee information professionally.
• Strong attention to detail, organizational skills, and time management.
• Ability to work independently, exercise sound judgment, and make informed decisions with minimal supervision.
• Ability to manage multiple administrative responsibilities and respond to inquiries effectively.

Preferred Qualifications

• Experience with ADP Workforce.
• Experience with Laserfiche or electronic document management systems.
• Knowledge of wage garnishments and related HR documentation.
• Experience supporting recruiting coordinators, employee benefits, or HR operations.
• Experience with purchasing processes, P-Cards, purchase orders, and travel reimbursements.
• Experience coordinating employee events, job fairs, surveys, and wellness initiatives.