Human Resources Assistant

Momiji Inc.; Salem (OR); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Paid Time Off

Sick Time

Simple IRA

Employee Discount at Momiji Sushi Bar

Job summary

Momiji Inc. is seeking an HR Assistant to provide administrative and operational support to the HR Manager and catering department.

You will help maintain employee records, onboarding documentation, payroll-related data, and HR data management while assisting with catering data entry, payments, and inquiries. The role requires strong attention to detail, excellent spreadsheets, organization, and the ability to work independently.

Qualifications

• Meticulous attention to detail and accuracy across HR records and processes.
• Strong spreadsheet and data-management skills for payroll and HR data.
• Excellent organizational skills and ability to manage multiple tasks across departments.
• Proactive, resourceful and capable of identifying tasks needing attention.

Responsibilities

• Maintain organized employee personnel files and ensure documentation is up to date.
• Assist with onboarding, track documents, and maintain accurate records.
• Support payroll processes by reviewing time and tips and correcting discrepancies.
• Create, post and manage job advertisements and coordinate with hiring managers.
• Provide catering administrative support and manage catering inquiries and data.
• Coordinate with departments to ensure smooth HR and catering operations.

Skills

Attention to detail

Data management

Organizational skills

Proactive

Resourceful

Tools

Spreadsheets

Job description

Description

About Us:

Our management company provides the support and leadership that help our family of businesses grow and succeed. Working behind the scenes to support our Momiji Sushi restaurant locations and Ideal Sushi Supply distribution company, our team oversees key business functions, including Human Resources, Marketing, General Operations, Information Technology, and Maintenance.

We believe strong businesses are built on strong teams, effective leadership, and a commitment to continuous improvement. By providing the resources, guidance, and operational support our companies need, we help create a consistent, positive experience for both our employees and customers. Our work plays an important role in keeping our restaurants running smoothly, supporting our warehouse and distribution operations, and creating opportunities for growth throughout the organization.

As our organization continues to expand, we are looking for motivated, dependable, and team-oriented individuals who want to make a meaningful impact across multiple areas of the business. Whether supporting our employees, improving operations, maintaining our facilities, or helping our brands grow, our management team works together to solve problems, develop talent, and build a strong foundation for the future. We value accountability, collaboration, and initiative, and we strive to create an environment where employees can develop their skills, take on new challenges, and grow their careers alongside our organization.

Benefits of Joining the Team

• Medical Insurance
• Dental Insurance
• Paid Time Off
• Sick Time
• Simple IRA
• Employee Discount at Momiji Sushi Bar & Restaurant locations

Position Summary

The HR Assistant provides administrative and operational support to the Human Resources Manager and assists with select administrative functions for the company’s catering department. This position supports the accuracy and maintenance of employee records, payroll-related information, onboarding documentation, recruiting administration, and HR data management. The HR Assistant also provides administrative support for catering operations, including data entry, payment processing, request management, customer communication, and coordination with catering operations.

This position requires exceptional attention to detail, strong spreadsheet and data management skills, accuracy, organization, and the ability to work independently. The ideal candidate is proactive, resourceful, and capable of identifying tasks that need attention, following through on responsibilities, and maintaining accurate records across multiple departments.

Essential Duties and Responsibilities

Human Resources Administration

• Maintains organized and accurate employee personnel files, ensuring required documentation is collected, properly filed, and updated as needed.
• Assists with new-hire onboarding, including preparing and distributing onboarding paperwork, tracking completion of required documents, and maintaining accurate employee records.
• Collects, tracks, and maintains employee certifications and required documentation, including food handler cards and OLCC service permits.
• Monitors expiration dates and follows up on missing, incomplete, or expired employee documentation as needed.
• Updates and maintains in-store employee manuals and other HR materials as directed.
• Coordinates the ordering and distribution of required employment law posters and other workplace compliance materials.
• Assists with maintaining HR spreadsheets, tracking logs, employee lists, and other internal records.
• Performs general HR data entry and administrative tasks while maintaining the confidentiality of employee information.
• Provides administrative support to the HR Manager and assists with special projects as assigned.

Payroll and Timekeeping Support

• Reconciles employee sick time and paid time off (PTO) balances against payroll records and supporting documentation.
• Reviews and verifies employee tip information for payroll processing, identifying discrepancies and communicating with the appropriate personnel to resolve them.
• Reviews timecards for errors, missing punches, and other discrepancies and makes authorized corrections in accordance with established procedures.
• Communicate with managers and other designated personnel to obtain missing information or resolve timekeeping discrepancies before payroll deadlines.
• Maintains accurate records of timecard corrections, leave balances, tip verification, and other payroll-related adjustments.
• Assists with reviewing payroll-related data for accuracy and completeness before submission for processing.
• Handles confidential payroll and employee information with discretion and professionalism.

Recruiting Administration

• Creates, posts, updates, and removes job advertisements on designated hiring platforms at the direction of hiring managers.
• Coordinates with hiring managers to obtain job details, posting requirements, and updates to open positions.
• Maintains accurate job posting information and tracks the status of active and closed postings.
• Assists with administrative recruiting tasks and maintains organized records related to open positions.
• Ensures job postings are accurate, professional, and consistent with approved position descriptions and company standards.
• Provides administrative support throughout the recruiting process without making hiring decisions or independently scheduling interviews.

Catering Administrative Support

• Provides secondary administrative support to the catering department under the direction of the HR Manager and in coordination with catering operations.
• Enters, updates, and maintains catering inquiries, customer information, event details, orders, and other catering-related data in company systems and spreadsheets.
• Receives and reviews incoming catering requests, organizes inquiries, and directs them to the appropriate person or department based on the nature of the request.
• Responds to routine catering questions regarding available services, menu information, pricing, packages, and general procedures using approved company information.
• Processes and records catering payments accurately and maintains supporting payment documentation.
• Coordinates with catering operations to communicate