Office Administrator – Human Resources Department

Description

Company Overview: U.S. Spice Mills is a major supplier of pure spices in the U.S. food industry since 1986. We are proud to provide high quality spices to large food producers of national brands that you know and love.

Position Summary

The Office Administrator – Human Resources provides administrative and operational support to the HR department. This role is responsible for clerical functions, employee communication, documentation management, recruiting coordination, and day-to-day HR office operations. The ideal candidate is bilingual (Spanish/English), highly organized, technology-savvy, and comfortable leveraging AI tools to improve efficiency and accuracy.

This position works closely with HR leadership to ensure smooth departmental operations and maintain a positive & collaborative company culture.

Key Responsibilities

Administrative & Clerical Support

• Maintain and organize employee records (digital and physical) with strict confidentiality

• Prepare HR correspondence, forms, and internal communications

• Manage HR calendars, meeting scheduling, and interview coordination

• Support onboarding and offboarding processes

• Assist with data entry, reporting, and document management

Technology & Process Support

• Utilize Microsoft Office and/or Google Workspace to prepare reports, spreadsheets, and presentations

• Leverage AI tools to draft communications, summarize information, improve workflow efficiency, and support reporting

• Build & Maintain HR databases and ensure data accuracy

• Identify opportunities to improve administrative processes

Recruiting & Talent Support

• Post job openings and monitor applicant tracking systems

• Coordinate interviews and candidate communications

• Assist with background checks and onboarding documentation

• Support recruitment events and hiring initiatives

Bilingual Employee Support

• Serve as a communication bridge for Spanish-speaking employees

• Translate HR documents and communications (as needed)

• Assist employees with HR forms, policies, and benefits information

Other Duties as assigned

Requirements

Required Qualifications

• Bachelor’s or associate degree in any areas of Business, Psychology, Human

  Resources, or related field is preferred

• 2+ years of administrative experience

• Bilingual: Must read and write Spanish fluently

• Excellent English reading and writing skills

• Highly proficient with computers and office technology

• Proficient in Microsoft Office (Word, Excel, Outlook) and/or Google Workspace

• Proficient in using AI tools for administrative and communication support

• Strong organizational skills and attention to detail

• Ability to maintain confidentiality and handle sensitive information

• Strong communication and interpersonal skills

• Experience supporting recruiting or onboarding processes

• Experience working in a fast-paced environment

Key Competencies

• Discretion & professionalism

• Time management & prioritization

• Clear written communication

• Initiative and problem-solving

*Must be authorized to work in the United States.

Work Environment

This is an office position. 

Must be able to work around strong spice aromas. 

Important Details:

• The anticipated compensation for this position ranges from $60,000 to $72,000.  This is the lowest to highest salary that we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, performance, and business or organizational needs. 
• This is a full-time, onsite position 
• Monday - Friday 7:30am to 4pm.
• Benefits:  
  • Holiday Pay
  • Paid Time Off
  • Group Medical, Dental, and Vision Insurance
  • Annual Performance Bonus

U.S. Spice Mills, Inc. is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all qualified applicants receive equal consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected characteristics. We believe that diversity of thought, background, and experience strengthens our team and helps us better serve our customers.