HR and Operations Assistant

Adlinc is seeking an organized and detail-oriented HR & Operations Assistant to provide critical administrative, coordination, and operational support across two core business functions. In this role, you will support both the HR Coordinator and the Chief Operating Officer. Your strong organizational skills, attention to detail, and excellent communication abilities will be key in managing recruitment activities, employee administration, reporting, documentation, meeting coordination, and day-to-day operational initiatives that keep the business running smoothly. You will play a vital part in ensuring that both HR and Operations functions remain responsive, organized, and effective. You will maintain accurate records, coordinate schedules, track action items, and support continuous improvement efforts to help ensure that all processes are executed consistently, efficiently, and in alignment with company standards. Key Responsibilities 1. HR & Recruitment Coordination Recruitment Support: Coordinate and schedule client-candidate interviews across multiple time zones. Send confirmations, calendar invites, and meeting links. Candidate Processing: Draft candidate interview synopses, prepare interview packages, and handle recruitment correspondence. Onboarding & Records: Assist with onboarding logistics, including document collection, system setup, and creating audit-ready digital and physical personnel files. Milestone Tracking: Monitor probationary review dates, employee anniversaries, and training completion deadlines. Employee Engagement: Support internal communications, recognition programs, company events, and uniform inventory distribution. 2. Operations & Executive Support (COO) Executive Administration: Provide comprehensive support to the COO, including inbox management, calendar coordination, and screening incoming communications. Meeting Management: Prepare meeting agendas, record accurate minutes, and track action items through to completion. Reporting & Documentation: Compile and format operational reports, dashboards, presentations, and management summaries. Maintain the company's SOP and policy library. Project Support: Help track deliverables for operational projects and client onboarding administration, following up with stakeholders as required. Logistics & Inventory: Coordinate internal leadership meetings and vendor paperwork. Track office supplies, process replenishment orders, and conduct periodic inventory counts. 3. Monitoring & Reporting Maintain highly organized, current, and audit-ready filing systems. Monitor outstanding documentation, track deadlines for recurring tasks, and escalate risks or missing information to leadership. Identify administrative inefficiencies and proactively recommend practical process improvements. Requirements Associate or Bachelor's degree in HR, Business, or related field (preferred) 1–2 years in HR, recruitment, or operations support BPO, logistics, or supply chain experience is a plus Strong multitasking and time management across dual reporting lines Excellent written and verbal English communication Proficient in Microsoft 365; familiarity with Zoho, Jira, Canva, or ThoroPass is a plus High integrity when handling confidential information Detail-oriented, urgent, approachable, and solution-focused Benefits Group Health and Life Two weeks Paid Vacation Pay for Unused Sick Days By signing this application, the applicant consents to Adlinc collecting, processing, using and retaining his/her personal information for purposes relating to the application process and if hired, the employment relationship. Any and all personal information collected is held in the strictest confidence and in accordance with all applicable Privacy Laws.