HR Administrator/Receptionist

Job Title : HR Administrator/Receptionist
Department : Human Resources
Reports To : Human Resources Manager
FLSA Status : Hourly Support
Location : Palm Beach, Florida


Administers company drug screening policy and background checks, and participates in compiling and maintaining Human Resource files and employee records by performing the following duties. Operates multi-line telephone system on the platform to answer incoming calls and directs callers to appropriate personnel by performing the following duties. 


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 


  • Assists HR Generalist with the maintenance of all employee records accurately scanning/filing appropriate documentation
  • Answers incoming telephone calls, determines the purpose of callers, and forwards calls to appropriate personnel or department. 
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable. 
  • Welcomes on-site visitors, employees, vendors, and applicants determines the nature of the business and announces visitors to appropriate personnel
  • Administers drug screenings consistently and according to established procedures; maintains and properly files documentation; Notifies applicant/employee of drug screen results, using discretion where appropriate.
  • Develops and maintains a resource binder for the drug screening policy and procedures both electronic and hard copy.
  • Maintains class sign in list for new hires on the first day of their training class. 
  • Compiles data from personnel records and prepares reports.
  • Assists with planning center activities, creating publicity, taking pictures, and submitting newsletter articles
  • Initiates criminal background investigations by entering pertinent information on applicants and new employees, retrieves and reviews search results for compliance with the company hiring policies, and files results. On occasion, as directed by the HR Manager, may inform new employees of adverse results received resulting in termination.
  • Maintains headset rental units. Has individuals who are renting headsets or having badges replaced, complete deduction form and sends to Payroll for action. Updates termination ECF to indicate the return of an ID badge.
  • Monitors visitor access and parking and issues passes when required, and maintains visitor log. As a member of the Crisis Management Team, the receptionist maintains a complete copy of the Safety Manual and is the first point of contact for process questions.  Must remain current on all safety procedures. 
  • Receives, sorts, and routes mail, and maintains and routes publications. 
  • Works with Recruiting team, assisting with new hire process including; assessment tests, drug screening, and paperwork.
  • Assists the Recruiting team with career/job fairs and community events.
  • Assists the HR Department in organizing and participating in community “Give Back” service projects on behalf of the company.
  • Assists in answering employee questions and directing to resources available
  • Completes special projects and other tasks as assigned by HR Generalist consistent with the skill set and knowledge
  • Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
  • Performs other clerical duties as needed, such as filing, photocopying, and collating.
  • Is open and responsive to consistent coaching; takes an active role in performance planning and goal setting; participates in professional development and self-development activities
  • Acts as a role model at all times; adheres to high ethical standards.
  • Takes responsibility and initiative to develop core skills and competencies by being involved in every facet of personal development.
  • Is consistently dependable in terms of work schedule and attendance, follow-through, meeting deadlines, and acting with a sense of urgency.
  • Is flexible in an environment by championing and embracing change.
  • Follows all legal requirements relating to responsibilities
  • Follows company policies and procedures

Supervisory Responsibilities

This job has no supervisory responsibilities.

Knowledge of

Company policies and procedures as outlined in Team Member Handbook; Computer functions including keyboarding; computer programs including Word, Excel, Power Point, and Outlook; Receptionist duties and operating telephone system and its’ functions; copier/scanner/printer.

Ability to

Answer general questions regarding policies and procedures; File employee records alphabetically; Set priorities using guidelines outlined by HR Generalist; Manage multiple tasks and priorities; Communicate with customers and all levels of employees. Develop and maintain effective working relationships with peers across departments; Communicate effectively in both oral and written form; Perform detailed tasks with accuracy.

Education And/Or Experience

High school diploma or general education degree (GED) required; Minimum six to twelve months related experience and/or training; or equivalent combination of education and experience. Previous HR experience preferred.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization

Mathematical Skills

Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations

Valid driver’s license or other Government issued ID. Successful completion of Receptionist training and Drug Screening training.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is required to communicate either by speaking or listening regularly. The employee is required to sit for long periods and use their hands to handle or control. Occasionally, it may also include physical tasks that require substantial movements like reaching out for things. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job includes close vision.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in inside environmental conditions. The employee is rarely exposed to outside weather conditions. The noise level in the work environment is usually moderate.


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