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HR Assistant

2 weeks ago

Central Islip, New York, United States Whitsons Culinary Group Full time

SUMMARY

The HR Assistant & Receptionist serves as the primary point of contact for employees, guests, vendors, and internal partners, ensuring a professional and welcoming front-desk experience. This role supports smooth corporate office operations by managing inbound communications, greeting and directing visitors, and providing high-quality administrative assistance to both the Front Desk and Human Resources teams. The HR Assistant & Receptionist is highly organized, dependable, and service-oriented, with strong communication skills and the ability to manage multiple tasks in a fast-paced environment. Through consistent follow-through, attention to detail, and exceptional customer service, the HR Assistant & Receptionist helps maintain an efficient, polished, and supportive corporate office environment.

ESSENTIAL FUNCTIONS, RESPONSIBILITIES, AND DUTIES

Front Desk Operations

  • Greet and direct visitors, vendors, and team members in a professional and courteous manner.
  • Answer, screen, and route incoming calls; respond to general inquiries; direct inquiries to the appropriate team members; and manage the HR and front desk inboxes for timely follow-up.
  • Serve as a point of contact for employees and candidates, providing accurate information and directing inquiries appropriately.
  • Maintain visitor logs, issue security badges, and ensure the reception and front-office areas remain clean, organized, and welcoming.
  • Receive, sort, and distribute mail and packages.

Office & Facilities Support

  • Prepare outgoing shipments and create FedEx shipping labels; coordinate all FedEx and courier pickups.
  • Order and maintain office supplies; support facility- and maintenance-related requests.
  • Assist in scheduling interviews, meetings, and onboarding sessions as needed.
  • Coordinate catering orders for meetings, trainings, and corporate events.
  • Support corporate event logistics.

HR Administrative Support

  • Provide general administrative support to the HR team and other departments as requested.
  • File, scan, and maintain HR documentation, including onboarding forms, personnel records, and compliance files.
  • Prepare employment verification letters and process unemployment claims in collaboration with HR partners.
  • Coordinate flower orders for employee recognition, milestones, and events.
  • Support the maintenance and upkeep of the Virtual Manager platform for the HR department, including updates, content management, and troubleshooting, as well as other ad-hoc administrative and operational needs.
  • Contribute to a positive and inclusive workplace culture through professionalism, responsiveness, and a strong customer-service approach.

ID Badges & Access Management

  • Create and distribute ID badges for new hires and replacement needs (lost/broken).
  • Produce plastic photo ID badges for General Managers and District Managers.
  • Coordinate with IT to initiate and maintain building access badges for Corporate employees, ensuring appropriate access permissions.
  • Maintain a master spreadsheet of all issued badge numbers and assigned employees.
  • Upload and organize employee headshots in the shared Marketing graphics drive.

Special Projects

  • Performs additional duties and work on special projects as assigned.
  • Assist with departmental initiatives, audits, communication campaigns, and office-wide projects.
  • Provide consistent administrative support to HR, Training, and Corporate Leadership as needed.

Payrate: $20 per hour

Qualifications

REQUIRED QUALIFICATIONS AND COMPETENCIES

Education

  • High school diploma or GED required.
  • Bachelor's degree in business, Human Resources, or related field preferred.

Experience

  • 1–2 years of experience in reception, administrative support, customer service, or HR support preferred.
  • Experience in a corporate office or HR environment a plus.

Technical Skills

  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
  • Ability to learn HRIS systems, phone system functions, and visitor management tools.
  • Experience with FedEx/UPS shipping platforms preferred.

Competencies

  • Communication: Clear, professional, welcoming, and confident in person and on the phone.
  • Customer Service: Demonstrates warmth, patience, and attentiveness in every interaction.
  • Organization: Highly detail-oriented with strong administrative accuracy.
  • Confidentiality: Handles sensitive information with absolute discretion.
  • Dependability: Consistently reliable and punctual for AM shift operations.
  • Adaptability: Able to shift priorities quickly in a dynamic environment.
  • Professionalism: Maintains a polished, calm, and solutions-oriented demeanor.