Human Resources Assistant

USA-Mechanical-; Hartford (CT); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(K) with Employer Contributions

PTO

Paid Holidays

Short-term Disability

Long-term Disability

Company paid life issuance

Company appreciation days

Hospital Insurance

Pet Insurance

Critical Illness Insurance

Job summary

USA Mechanical & Energy Service is seeking a detail-oriented Human Resources Assistant to support payroll, safety, insurance, and compliance tasks. Inhouse position based in East Granby, CT, with responsibilities spanning payroll processing, HR records, benefits coordination, and safety programs.

Strong organizational skills and confidentiality are essential. The role requires 1–3 years of HR experience, an associate or bachelor’s degree in HR or related field, and knowledge of employment laws

Qualifications

• 1–3 years HR experience required.
• Associate or bachelor’s degree in HR or Business Administration, or related field.
• Strong understanding of HR compliance and employment laws.

Responsibilities

• Support the HR Director with day-to-day HR operations and employee support.
• Maintain accurate employee personnel files and HR records.
• Assist with onboarding, offboarding and new hire documentation; ensure safety requirements.
• Assist with weekly payroll run and payroll reports.
• Assist with CHRO reporting and payroll documentation.

Skills

Payroll processing

HR compliance

Confidentiality

Microsoft Office

Education

Associate or Bachelor’s degree in HR or Business Administration

Tools

Payroll software

COIs management system

OSHA portals

Job description

USA Mechanical & Energy Service has been in business for over 25 years and is a top-rated HVAC-R service company. USA Mechanical & Energy Services continues to be a family business built on a reputation of dependable, quality, and trusted service completing projects on schedule. We are a full-service mechanical contractor providing 24/7 HVAC Service & Maintenance.

The company partnered with Orion Services Group in September 2021. Orion Services Group is a private equity-backed company focused on acquiring leading commercial field services companies in HVAC, landscaping, and other essential service industries. Orion partners with world-class, founder-owned service providers to build industry leading platforms that perform the essential services that keep America running. With their People-First approach, they aim to foster an environment in which the best talent and field technicians call home.

Human Resources Assistant

We are seeking a detail-oriented and experienced Human Resources Assistant to support the HR Director in managing payroll, safety, insurance, and compliance functions. This role is responsible for assisting with payroll processing, maintaining HR records and compliance, coordinating employee benefits and insurance renewals, and supporting workplace safety initiatives. The ideal candidate is highly organized, maintains strict confidentiality, and possesses a strong understanding of employment laws and HR best practices. This is an inhouse position located in our office in East Granby, Connecticut.

Human Resources

• Assist the HR Director with day-to-day HR operations and employee support.
• Maintain accurate employee personnel files and HR records.
• Support onboarding, offboarding, and new hire documentation along with all safety requirements.
• Assist with weekly payroll run and periodically conduct certified payroll/Davis Beacon payroll reports.
• Have understanding about CHRO reporting.
• Ensure compliance with federal, state, and local employment laws.
• Maintain confidentiality of employee information and company records.
• Assist with HR policy implementation and employee communications.
• Support staff with uniforms ordering.
• Preform social media posts and make sure they are compliant.
• Assist with updating fleet records.

Payroll

• Assist with payroll processing to ensure accuracy and timely completion.
• Review employee time records, PTO balances, and payroll changes.
• Coordinate payroll documentation and maintain payroll records.
• Work with management to resolve payroll discrepancies.

Insurance Administration

• Prepare and issue Certificates of Insurance (COIs) for customers and vendors.
• Coordinate annual insurance policy renewals.
• Communicate with insurance brokers and carriers regarding policy updates and documentation.
• Maintain organized insurance records and renewal schedules.

Safety & Compliance

• Maintain company safety compliance programs and documentation.
• Manage safety compliance portals for customers and contractors.
• Track employee safety training and certifications.
• Assist with safety audits, inspections, and corrective action documentation.
• Keep safety manual up to date with OSHA requirements.

Qualifications

• Minimum of 1-3 years of Human Resources experience required.
• Associate or bachelor’s degree in human resources. Business Administration, or related field.
• Strong understanding of HR compliance, employment laws, and HR best practices.
• Ability to maintain confidentiality and handle sensitive information.
• Experience assisting with payroll processing and payroll software.
• Experience managing Certificates of Insurance (COIs) and insurance renewals preferred.
• Knowledge of OSHA regulations, safety compliance, and contractor compliance portals preferred.
• Excellent organizational skills with exceptional attention to detail and able to drive scheduled deadlines.
• Ability to prioritize multiple tasks and meet deadlines.
• High level of professionalism and discretion when handling confidential information.
• Proficiency in Microsoft Office Suite, especially Excel, Word, Outlook and social media platforms.

Preferred Skills

• Strong problem-solving and critical-thinking abilities.
• Professional and ethical conduct.
• Team-oriented with a positive attitude.
• Strong administrative and record-keeping skills.
• Ability to work independently while collaborating effectively with multiple departments.
• Experience in construction, industrial, or service-based industries is preferred.
• Excellent customer service skills when working with employees, clients, vendors, and insurance providers.
• Critical Illness Insurance.
• Hospital Insurance.
• Pet Insurance
• 401(K) with Employer Contributions.
• PTO.
• Paid Holidays.
• Short-term & Long-term Disability.
• Company paid life issuance.
• Company appreciation days.

This position is ideal for an HR professional who enjoys a diverse role supporting employees, payroll, insurance administration, and workplace safety while ensuring the organization remains compliant with all HR and regulatory requirements.

USA Mechanical & Energy Service is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.