Office & HR Assistant

Description

The Office & HR Assistant provides front office coverage and administrative support for purchasing, invoicing documentation, and HR clerical needs. This role is responsible for answering phones, maintaining accurate purchasing logs and records, supporting invoice routing as directed by the Office Manager, and assisting employees with basic questions and paperwork while maintaining confidentiality.

Key Responsibilities

Front Office / Reception Coverage

Answer and route incoming phone calls professionally; take accurate messages and follow up as needed.

Greet and assist visitors and drivers as applicable; direct them to the correct department/person.

Provide general office support (copying/scanning, document filing, basic data entry, communication support).

Keep the office organized and ensure forms and frequently used documents are available.

Purchasing Support

Maintain and update purchasing logs daily (requests, POs, order status, delivery dates, backorders).

Ensure purchasing documentation is complete and properly filed (quotes, approvals, PO details, confirmations).

Follow up with vendors as directed on order status, lead times, and missing documentation.

Communicate purchasing status updates to internal requesters and the Office Manager.

Invoicing / Invoice Routing Support

Receive and organize invoices (email and/or paper) and route them to the Office Manager for review/approval.

Assist with invoice tracking as needed (invoice received date, approval status, issues needing clarification).

Match invoices to purchasing paperwork/POs when applicable and flag discrepancies (pricing, quantity, freight).

Maintain invoice files and logs to support accurate recordkeeping.

HR Clerical Support & Employee Assistance

Assist employees with routine needs such as forms, basic directions on processes, and who to contact (HR, payroll, supervisors).

Support onboarding paperwork coordination (packets, acknowledgments, checklists) as assigned by HR/Office Manager.

Maintain employee file documentation (scanning, filing, and record organization) with strict confidentiality.

Help coordinate training sign-in sheets, communications, and other HR documentation as assigned.

Requirements

Required Skills & Qualifications

High school diploma or GED required.

1+ year experience in an office/admin role; purchasing/invoice tracking and HR clerical support experience preferred.

Strong attention to detail and ability to keep logs accurate and current.

Professional phone/email communication and customer-service mindset.

Ability to handle confidential employee and company information appropriately.

Comfortable with basic computer tasks (email, scanning, spreadsheets, shared folders).

Preferred Qualifications

Experience in maintaining purchasing trackers/logs and supporting invoice processing.

Experience in a plant/manufacturing office environment.

Familiarity with basic filing/record practices.