WHAT DOES A HR ASSISTANT DO?

Published: Jun 18, 2025 - The HR Assistant coordinates onboarding activities, manages employee data collection, and ensures the timely distribution of IT equipment and welcome materials. This role supports training scheduling for new hires, updates HR systems for terminations, and maintains accurate tracking of hiring progress. The assistant also assists in reporting by gathering employee information and verifying compliance with documentation requirements.

A Review of Professional Skills and Functions for HR Assistant

1. HR Assistant Duties

  • Trend Analysis: Analyzes trends and metrics in partnership with the HR leadership team, and assists in rolling out solutions, programs and policies
  • Legal Compliance: Maintains basic knowledge of local legal compliance related to the industry and city/state of operations
  • Record Maintenance: Maintains records related to coaching and performance management of employees
  • Policy Knowledge: Maintains knowledge of HR policy and interpretation
  • Onboarding Support: Supports the onboarding process for new hires and ensures a consistent and thorough onboarding experience for incoming employees
  • Orientation Participation: Participates in running weekly orientation for new hires
  • File Management: Maintains and keeps current all employee records and personnel files, processes promotions, transfers and separations of employment
  • Employee Relations: Supports the HR Business Partner by participating in employee relations cases and investigations, maintaining records, participating in conversations, and executing any administrative follow-up
  • Metrics Monitoring: Monitors key people metrics related to hiring, turnover, retention, engagement, performance, and supports the rollout of HR initiatives related to employee retention, engagement, and culture-building

2. HR Assistant Details

  • Onboarding Assistance: Assist with the onboarding process and maintain employee files
  • Schedule Management: Manage scheduling with the staffing agencies
  • Shift Updates: Update and maintain warehouse associates’ work schedules
  • Interview Scheduling: Assist with scheduling interviews on a basis
  • Timecard Review: Review timecards daily for both active and Temporary (staffing agency) personnel for any missing information that needs verification and approval
  • Overtime Monitoring: Missing lunches resulting in overtime
  • Form Collection: Obtain any exception forms and associates’ signatures on those necessary to approve timecards
  • Document Uploading: Scan and upload into ADP in the personnel file
  • Record Management: Upload any pending paperwork into ADP and place it in personnel files such as Warning Notices, Documents, Personnel Changes
  • Badge Creation: Create name badges for new hires on their start date and for personnel changes

3. HR Assistant Responsibilities

  • HR Knowledge: Develop a working knowledge of HR functions and duties, rules and regulations, information databases, and searchable resources
  • Job Posting: Prepare job ads and post job openings on different recruitment platforms
  • Interview Coordination: Organize and coordinate interviews and follow up on their stages and feedback
  • Contract Processing: Prepare civil contracts and protocols, process and complete labor books
  • Onboarding Support: Support onboarding and deliver the newcomers' communication
  • Training Coordination: Coordinate enrollment in professional training courses
  • Form Management: Fill in and submit participation forms, complete business trip forms, distribute training vouchers, allocate training expenses in SAP, and prepare training materials for classroom internal training
  • Invoice Processing: Upload and process contracts and invoices in the cost management system
  • Branding Support: Participate in employer branding initiatives
  • HR Assistance: Provide general assistance to the day-to-day operations in the HR department

4. HR Assistant Job Summary

  • Offer Preparation: Create offer letters and work with hiring managers to schedule new hire orientation
  • Data Entry: Enter employment data into the HRIS system
  • Benefits Support: Support HR supervisors with benefits enrollments, terminations and changes
  • Clerical Duties: Assist with various clerical duties such as mailings and filing
  • Project Support: Flexible to work on projects as needed by HR supervisors
  • System Management: Work within various HRIS and software systems to enter accurate data
  • Document Creation: Produce letters and generate documents for candidates who need accommodations or time off requests
  • Database Updating: Update employee database records
  • Attendance Tracking: Review the voicemails on the attendance lines and update the software system with employee call-outs and time-off requests
  • Calendar Management: Manage the calendars of the Hiring Managers and schedule meetings for them both in-person and over the phone
  • HR Assistance: Assist with other human resources administrative tasks

5. HR Assistant Accountabilities

  • Onboarding Coordination: Assist with onboarding and coordinate the collection and management of employee address details
  • IT Setup Support: Coordinate the sending of IT equipment and/or access information with the IT support team to all new hires
  • Ticket Management: Create starter and leaver tickets for new hires and terminations
  • Welcome Preparation: Coordinate onboarding and preparation of welcome materials for employees if they are site-based, in coordination with local HR
  • Training Scheduling: Coordinate technical role training scheduling for all new hires with Quality Complaints trainers to ensure all new hires attend appropriate training sessions
  • Termination Updates: Coordinate the updating of employee information for any terminations of employees
  • Tracker Maintenance: Update the HR tracker to reflect roles being filled promptly to ensure accurate reporting of project progress
  • Data Collection: Gather employee information for reporting
  • I-9 Collection: Collect I-9 information and ensure updated appropriately with support from local HR

6. HR Assistant Functions

  • Requisition Entry: Data entry of new requisitions
  • Resume Screening: Pre-screening of resumes to be sent to the hiring manager
  • Applicant Tracking: Inputs applicant data and tracks applicant flow
  • Interview Scheduling: Schedules interviews on behalf of the recruiter for hiring managers
  • Candidate Communication: Communicates with candidates on interview schedules, status updates and coordinating travel arrangements to provide a positive interview experience
  • Background Updates: Communicates with Recruiter and Hiring Manager when candidate has cleared background check and updates ATS timely manner
  • Document Scanning: Scans and inputs all retention documents into ATS
  • Payroll Processing: Process monthly payroll and assist with employee compensation and benefits
  • Record Maintenance: Compile and maintain paper/electronic employee records including holiday and sickness leave
  • Contract Issuing: Assist with the process of recruitment including arranging candidate interviews and issuing employment contracts
  • HR Inquiries: Support internal/external HR enquiries
  • Appraisal Support: Assist with the appraisal procedures

7. HR Assistant Job Description

  • Task Management: Organizing and performing multiple tasks accurately and promptly
  • Data Entry: Handling extensive data entry into the HRIS system (cloud)
  • System Updating: Assisting with updating paperwork and inputting into the new system with accuracy
  • Filing Maintenance: Maintaining a filing system and paperwork
  • Admin Support: Various ad hoc administrative tasks
  • Orientation Conducting: Organize and conduct new employee orientation
  • Service Oversight: Oversee and maintain service requests (such as questions regarding onboarding, pre-employment screening, documentation, etc)
  • Error Resolution: Identify and resolve errors within service requests
  • Privacy Compliance: Maintain appropriate documentation and adhere to the privacy of the candidates and employees

8. HR Assistant Overview

  • Candidate Communication: Communicate candidate assignment and relocation details with candidates, team members, and external recruitment agencies
  • Candidate Experience: Maintain exceptional candidate experience by providing a customer-focused attitude and reliably communicating details around assignment and compliance details
  • Document Collection: Ensure candidate documentation such as immigration status, RN Licensure, onboarding, pre-departure meetings, and benefits forms
  • Meeting Coordination: Coordinate candidate ZOOM meetings, both domestic and international
  • Travel Arrangement: Coordinate flight/hotel/staff housing itinerary for newly hired employees
  • Onboarding Support: Partner with HR team members to ensure smooth onboarding experiences for new hires by providing necessary documentation