Office Administrator (contract)

POSITION SUMMARY 

The HR Admin provides administrative and clerical support to the Human Resources department to ensure efficient daily operations, accurate employee recordkeeping, effective communication, and timely support for employees, applicants, managers, and internal HR processes. This role assists with onboarding, employee documentation, training coordination, compliance tracking, updates, and general HR department support while always maintaining confidentiality and professionalism. This position reports to HR Houston Concrete Manager. 

The incumbent must support the guiding beliefs and core values of Orion, which are centered on Safety, Quality, Delivery, and Teamwork most importantly, with each built upon the all-important foundation of Integrity. 

SPECIFIC RESPONSIBILITIES 

• Provide day-to-day administrative support to the HR team, including preparing documents, maintaining files, tracking deadlines, and responding to routine HR inquiries. 

• Assist with onboarding activities, including preparing new hire packets, collecting required documents, coordinating orientation materials, and ensuring completion of employment forms. 

• Maintain accurate employee records, personnel files, training records, and HR documentation in accordance with company policies and applicable recordkeeping requirements. 

• Support recruiting activities by scheduling interviews, communicating with candidates, assisting with job postings, and organizing applicant documentation. 

• Assist with employment verification, I-9 documentation, E-Verify coordination, background check tracking, and other compliance-related processes as assigned. 

• Coordinate employee training sessions, meetings, orientations, and HR events, including preparing materials, sign-in sheets, calendars, and attendance tracking. 

• Enter, update, and audit employee information in HR systems, spreadsheets, and tracking logs to ensure accuracy and completeness. 

• Assist employees and managers with general questions regarding HR procedures, forms, benefits, payroll documentation, training schedules, and company policies. 

• Prepare correspondence, reports, letters, acknowledgements, forms, and other HR-related documents in a professional and timely manner. 

• Provide bilingual English/Spanish support by assisting with employee communications, translations, notices, training materials, forms, and basic interpretation when needed. 

• Maintain confidentiality of sensitive employee, payroll, medical, disciplinary, benefits and company information. 

• Perform other HR administrative duties and special projects as assigned. 

EMPLOYEE SAFETY AND COMPLIANCE 

• Responsible and accountable for incumbent’s own personal safety. 

• Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with. 

• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed. 

• Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so. 

• Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so. 

• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.). 

• All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company. 

POSITION REQUIREMENTS 

• High school diploma or equivalent required; associate degree or coursework in Human Resources, Business Administration, or related field preferred. 

• One or more years of administrative, HR, recruiting, payroll, training, or office support experience preferred. 

• Bilingual English/Spanish required, with the ability to communicate clearly and professionally with employees, applicants, and managers at all levels in both languages. 

• Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and Teams. 

• Experience with HRIS, payroll systems, applicant tracking systems, or training systems is a plus. 

• Ability to handle confidential information with discretion, accuracy, and professionalism. 

Discretion and trustworthiness, and the ability to keep all Company information and materials strictly confidential (both internally and externally) are essential elements of this position. 

Must be well organized, diligent, and be a self-starter with the ability to work with minimal supervision and to independently identify work to be done.  Must be flexible and have the ability to adjust to sudden changes in work priorities. The incumbent must also have the ability to prioritize work generally and in order to accommodate those changes.  Attention to detail and extreme care in performing tasks accurately and carefully are also essential. 

The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace.  Failure to do so can result in disciplinary action, up to and including termination of employment.  

PHYSICAL/MENTAL REQUIREMENTS 

The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation.   

The individual must also be able to wear and properly utilize appropriate personal protective equipment if required to work or visit the jobsite.  This may include hard hat, safety glasses, respirators, ear plugs, steel-toed shoes, personal flotation devices, or other equipment as required by the work performed and location the work is being done.   

The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise.