Office Services & HR Admin. Assistant

Hilldrup; Stafford (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

Hilldrup in Stafford's Corporate Headquarters seeks an Office Services & HR Administrative Assistant to manage front desk reception, mailroom, and general office operations. You will support the HR team with onboarding, offboarding, document handling, and events, while ensuring a welcoming, professional environment and smooth day-to-day activities.

This full-time, on-site role requires strong communication, discretion, organization, and the ability to juggle multiple priorities in a corporate

Qualifications

• Maintains mailroom organization, delivery records, and supply inventory to support efficient daily operations.
• Responds to general employee and visitor inquiries and directs requests to the appropriate department or team member.
• Provides day-to-day clerical, administrative, front desk, and office support to help maintain an efficient and organized workplace.

Responsibilities

• Serve as the primary front desk representative welcoming visitors, applicants, customers, and employees.
• Monitor visitor check-in procedures, logs, and notify staff of arrivals per security protocols.
• Answer, screen, and route incoming calls; take messages; provide general information.
• Maintain a clean, organized reception area and assist with common office areas.
• Coordinate conference room scheduling, meeting setup, and general office logistics.
• Order, receive, and maintain office, reception, HR, and mailroom supplies.
• Assist HR with onboarding, offboarding, interviews, and materials.
• Assist with processing, filing, scanning, and maintaining confidential HR records.
• Prepare, format, proofread, and distribute routine correspondence, forms, and internal communications.
• Assist with data entry, tracking logs, and routine attendance reporting.
• Support employee events, training sessions, and HR activities with scheduling and setup.
• Provide mailroom support by receiving, sorting, logging, and distributing mail.
• Prepare outgoing mail and shipments, coordinating with postal services and couriers.
• Complete scheduled post office runs to pick up/deliver mail.

Skills

Verbal & written communication

Professional demeanor & customer

Microsoft Office Suite

Organization & multi-tasking

Confidentiality & discretion

Interpersonal professionalism

Problem-solving

Local travel & transportation

Punctual & schedule adherence

On-site work readiness

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

Job Summary

The Office Services & HR Administrative Assistant supports the daily operations of the Stafford Corporate Headquarters by providing front desk reception, mailroom services, office coordination, and administrative support to the Human Resources department. Serving as the first point of contact for visitors, applicants, customers, and employees, this role helps create a professional and welcoming environment while ensuring efficient day-to-day office operations. Responsibilities include managing reception activities, coordinating visitor access, handling phone and mail communications, supporting meeting logistics, maintaining office and mailroom supplies, and assisting Human Resources with onboarding, offboarding, recordkeeping, reporting, and departmental events. This is a full-time, fully on-site position that requires strong communication, organization, discretion, and the ability to manage multiple priorities in a professional corporate environment.

Supervisory Responsibilities

None

Key Duties and Responsibilities

• Serve as the primary front desk representative, welcoming visitors, applicants, customers, and employees and ensuring a professional and positive reception experience.
• Monitor visitor check-in procedures, maintain visitor logs, and notify appropriate staff of guest arrivals in accordance with company security protocols.
• Answer, screen, and route incoming phone calls; take messages; and provide general information as appropriate.
• Maintain a clean, organized, and professional reception area and assist in keeping common office areas presentable.
• Coordinate conference room scheduling, meeting setup, and general office logistics.
• Order, receive, and maintain office, reception, Human Resources, and mailroom supplies.
• Provide administrative support to the Human Resources department, including scheduling interviews, preparing onboarding materials, and assisting with onboarding and offboarding activities.
• Assist with processing, filing, scanning, and maintaining confidential employee records and Human Resources documentation with accuracy and discretion.
• Prepare, format, proofread, and distribute routine correspondence, forms, reports, and internal communications.
• Assist with data entry, tracking logs, and routine reporting related to attendance, new hires, and other departmental activities.
• Support employee events, training sessions, and other departmental activities through scheduling, coordination, and setup assistance.
• Provide mailroom support by receiving, sorting, logging, and distributing incoming mail and packages in a timely and accurate manner.
• Prepare outgoing mail, shipments, and package deliveries, ensuring proper labeling and coordination with postal services, couriers, and vendors.
• Complete scheduled post office runs to pick up and deliver mail in accordance with department and business needs.

Required

Maintain mailroom organization, delivery records, and supply inventory to support efficient daily operations. Update and distribute employee phone lists, birthday calendars, and other internal office resources. Respond to general employee and visitor inquiries and direct requests to the appropriate department or team member. Provide day-to-day clerical, administrative, front desk, and office support to help maintain an efficient and organized workplace. Perform other related duties as assigned.

Required Experience/Skills

Education/Work Experience

• High school diploma or equivalent required; associate degree or bachelor’s degree preferred.
• One to three years of experience in a receptionist, administrative support, office services, or Human Resources support role preferred.
• Valid driver’s license and acceptable motor vehicle record (MVR) required. A motor vehicle report will be obtained and must demonstrate a satisfactory driving history in accordance with company standards.

Skills

• Strong verbal and written communication skills.
• Professional demeanor and strong customer service skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Ability to interact professionally with employees, applicants, visitors, vendors, and business contacts at all levels.
• Strong problem-solving skills and ability to work independently on routine assignments.
• Reliable transportation and ability to complete required post office runs and other approved local business travel.
• Ability to work a full-time schedule, Monday through Friday, 8:00 a.m. to 5:00 p.m.
• Ability to work fully on-site at the Stafford Corporate Headquarters; remote work is not available for this position.

Work Location and Schedule

This is a full-time, fully on-site position based at the Stafford Corporate Headquarters. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.

Travel Requirements

This position requires regular local travel for post office runs and other approved business-related errands. Mileage incurred while performing approved business travel will be reimbursed in accordance with company policy.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday while performing reception, administrative, and Human Resources duties.
• Ability to frequently use a computer, keyboard, mouse, telephone, copier, scanner, and other standard office equipment.
• Ability to frequently communicate and interact with visitors, applicants, employees, vendors, and other business contacts by telephone, electronic communication, and in person.
• Ability to occasionally bend, stoop, reach, push, pull, or otherwise move about the office and post office to escort visitors, access files and supplies, retrieve and deliver mail, prepare meeting spaces, and support HR events and training activities.
• Ability to occasionally lift, carry, or move packages, office supplies, orientation materials, files, and other materials weighing up to 25 pounds, with or without reasonable accommodation.

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