HR Operations Assistant with HR or Recruitment Experience for Katie

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

I provide a FUN working environment.

We are constantly learning new things.

We are a team who wants to be the best at what we do, which means you have the BEST teammates.

I ALWAYS pay on time.

I treat all of my team members with respect and love.

Client Overview:

Katie, one of our clients, is looking to add an awesome unicorn to support her HR administrative and recruiting functions.

Client Requirements:

• Must be able to work 20 hours weekly, with the potential to transition into full-time
• Must be able to work any 4-hour block from 11:30am to 4:30pm Eastern Time (US)
• Must have strong written and verbal communication in English
• Highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Must have prior HR, recruiting, or HR administrative experience
• Must have experience working in an environment requiring a high level of attention to detail and confidentiality (such as financial, legal, or similar fields)
• Must have an extremely high level of attention to detail, especially when managing client-specific documents, background screenings, drug screenings, and compliance records — filing or communication errors could create serious client risk
• Must have experience managing confidential documents and sensitive HR information with accuracy and discretion
• Must be willing to sign and comply with a confidentiality agreement
• Must have strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Must be comfortable working independently in a fully remote environment
• Must be comfortable using video meetings and virtual collaboration tools
• Strong customer service mindset
• Adaptable and willing to learn
• Proactive communication and consistent follow-through

Responsibilities/Tasks:

Must-Have Experience (Responsibilities You Must Be Proficient In):

These are the tasks the VA needs to handle independently and confidently from day one:

Client Communication and Administrative Support:

• Monitor shared inboxes (HR and Recruiting) and organize, route, or escalate inquiries as appropriate
• Assist with client communications using approved templates and guidance
• Schedule client meetings, interviews, onboarding calls, and HR-related appointments
• Send reminders and follow-ups regarding pending documentation, signatures, or client requests
• Maintain records of client communications and administrative activities within Microsoft 365
• Receive incoming client and employee calls and route matters to the appropriate HR team member
• Use RingCentral or similar phone systems to answer, route, and document client and employee calls as needed

Document Management:

• Draft, edit, and format HR documents including employee acknowledgments, compliance notices, and onboarding and offboarding documents
• Upload, organize, and maintain documents within SharePoint, OneDrive, and client file systems
• Assist in updating internal templates and process documentation

Compliance Support:

• Assist with preparing compliance communications and employee documentation
• Support the HR team with document collection and administrative compliance tasks

Meeting Support:

• Attend internal meetings as requested
• Prepare agendas, supporting materials, and documentation

Nice-to-Have Experience (Responsibilities You Can Learn Over Time):

These tasks are valuable but can be trained on the job:

• Support multiple clients or departments simultaneously.
• Work with Microsoft 365 platforms, including SharePoint, Teams, OneDrive, and Microsoft Forms.
• Assist with onboarding, recruiting, or compliance administration
• Work with AI tools such as ChatGPT, Microsoft Copilot, or similar business productivity tools
• Use RingCentral or similar business phone systems for communication
• Manage and use the company’s Zoho Recruit Applicant Tracking System

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal

Our super cool hiring process:

• We have real people communicating with you and looking at your application!
• We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
• At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!

So we appreciate your help in preparing your details to present to our clients.