Recruiting and Onboarding Coordinator

UNKNOWN; Sewickley (Allegheny County); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health & benefits package

Paid vacation and sick time

Paid parking

Job summary

Air Ventures LLC is seeking an HR Assistant for their Sewickley, PA office to provide administrative and operational support to the Human Resources department and assist with recruiting, onboarding, and HR systems.

The role emphasizes confidentiality, organization, and the ability to manage multiple tasks in a fast-paced, multi-location environment while contributing to the corporate office and HR reporting.

Qualifications

• High school diploma or equivalent; degree in HR/Business Administration preferred.
• Experience in HR, recruiting, office administration, or administrative support preferred.
• Strong organizational skills with excellent attention to detail.
• Strong written and verbal communication skills.
• Professional and courteous telephone and interpersonal skills.
• Ability to handle confidential employee information appropriately.
• Experience with HRIS/ATS/LMS or similar software preferred.

Responsibilities

• Provide day-to-day administrative support to the Human Resources department.
• Assist HR team with projects, reports, correspondence, and departmental needs.
• Maintain accurate and organized HR records and documentation.
• Handle confidential employee and company information with discretion.
• Assist employees and managers with routine HR questions and escalate as needed.
• Prepare and distribute HR communications and documentation.
• Coordinate recruiting and onboarding activities.
• Prepare and manage internal job postings for union locations as required.

Skills

Organizational skills

Communication skills

Attention to detail

Telephone & interpersonal skills

Software proficiency

Education

High school diploma or equivalent

HR/Business Admin degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

HRIS

Applicant Tracking System (ATS)

Learning Management System (LMS)

Job description

Air Ventures LLC is a premier licensee and operator of multiple Food and Beverage establishments throughout major metropolitan Airports. We are currently looking for an HR Assistant for our office in Sewickley, PA.

We offer a full health & benefits package, paid vacation and sick time, paid parking and more!

Position Summary

The HR Assistant provides administrative and operational support to the Human Resources department while also supporting general office functions. This position is responsible for assisting with recruiting and onboarding activities, maintaining employee and HR information, supporting HR systems and reporting, coordinating training assignments, and performing various administrative duties that help ensure the efficient operation of the HR department and corporate office.

The HR Assistant also serves as a primary point of contact for incoming telephone calls, mail, office supplies, and other routine office needs. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple responsibilities in a fast-paced, multi-location environment while maintaining the confidentiality of employee and company information.

Essential Duties and Responsibilities

Human Resources Support

• Provide day-to-day administrative support to the Human Resources department.
• Assist HR team members with various projects, reports, correspondence, and departmental needs.
• Maintain accurate and organized HR records and documentation.
• Handle confidential employee and company information with appropriate discretion.
• Assist employees and managers with routine HR questions and direct more complex matters to the appropriate HR team member.
• Prepare and distribute HR communications and documentation as requested.
• Assist with additional HR administrative duties and special projects as assigned.

Recruiting & Onboarding

• Coordinate recruiting activities for open positions throughout the organization.
• Post job openings and maintain recruiting system information.
• Assist candidates and hiring managers throughout the recruiting process.
• Review new applications and set up interviews with managers.
• Support the onboarding of new employees and help ensure required information and documentation are completed.
• Assist new employees with accessing company HR systems.
• Reset employee passwords and assist with routine employee access issues within the company's Human Resources Information System (HRIS).
• Pull and distribute weekly new hire reports.
• Track new hires and onboarding completion.
• Prepare and manage internal job postings for union locations in accordance with applicable collective bargaining agreement requirements and company procedures.
• Maintain appropriate documentation related to internal job postings and applicants.

Training Administration

• Assign required training to newly hired or promoted managers.
• Monitor training assignments and assist with tracking completion as requested.
• Communicate training information and instructions to managers.

Recruiting System & Finance Support

• Retrieve recruiting system billing and invoices for submission to the Finance department.
• Maintain appropriate records of recruiting-related charges and documentation.

Office Administration

• Answer incoming telephone calls and route calls to the appropriate individual or department.
• Receive, sort, and distribute incoming company mail.
• Prepare and take outgoing HR departmental mail and packages to the appropriate mailbox or mailing location.
• Receive and distribute incoming deliveries.
• Maintain adequate office supply inventory.
• Order office supplies and other routine office materials as needed and in accordance with company procedures.
• Organize and maintain office supply areas.
• Monitor supply levels and anticipate routine office needs.
• Assist with general organization and administrative needs of the corporate office.

Company Directory & Information Maintenance

• Maintain and regularly update the company telephone list and internal contact information.
• Distribute updated company contact information as appropriate.
• Assist with maintaining other internal employee and location information as assigned.

Reporting & Recordkeeping

• Generate weekly new hire reports and distribute them to appropriate members of management.
• Pull routine reports from HR and recruiting systems as requested.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• Previous experience in Human Resources, recruiting, office administration, or a similar administrative support role preferred.
• Strong organizational skills with excellent attention to detail.
• Strong written and verbal communication skills.
• Professional and courteous telephone and interpersonal skills.
• Ability to handle confidential and sensitive employee information appropriately.
• Ability to manage multiple responsibilities, prioritize assignments, and meet deadlines.
• Strong follow-up skills and the ability to work with limited supervision.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Experience working with an HRIS, applicant tracking system, learning management system, or similar business software preferred.
• Ability to learn new software systems and processes quickly.

Knowledge, Skills & Abilities

• Strong administrative and organizational abilities.
• Excellent attention to detail and accuracy.
• Ability to effectively prioritize competing responsibilities.
• Strong customer service orientation.
• Ability to communicate professionally with employees, managers, candidates, vendors, and other business contacts.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while contributing effectively as part of the HR team.
• Ability to follow established processes and recognize when a matter should be escalated to HR leadership.
• Dependable and consistent follow-through on assigned responsibilities.
• Willingness to assist with a variety of HR and office administrative needs as business demands change.

Physical Requirements

The physical requirements described below are representative of those necessary to successfully perform the essential functions of the position. Reasonable accommodations may be provided to qualified individuals with disabilities.

• Ability to remain in a stationary position for extended periods.
• Ability to operate a computer, telephone, printer, copier, and other standard office equipment.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to regularly move throughout the office to distribute mail, supplies, and other materials.
• Ability to occasionally lift, carry, prepare, and transport packages, office supplies, and shipping boxes.

Work Environment

This position primarily operates in a professional corporate office environment and regularly interacts with employees, managers, candidates, vendors, and other business contacts. The position supports Human Resources activities for a multi-location restaurant organization and may occasionally require additional flexibility based on departmental and business needs. Travel to new locations may be required to facilitate new hire onboarding.