HR Administrative Assistant

Req ID: 464595 

Benefits:* Fuel Your Growth with Love's - company funded tuition assistance program * Paid Time Off  * 401(k) – 100% Match up to 5% * Medical/Dental/Vision Insurance after 30 days * Career Development* Hiring Immediately 

Welcome to Love's: The Human Resources Assistant plays a pivotal role in providing administrative support to the corporate Human Resources Department and contributes to the smooth functioning of daily HR operations. This position involves a wide range of responsibilities, from front-desk management and employee onboarding to document management and special project assistance. The HR Assistant serves as the primary receptionist at the office building front desk and ensures a welcoming environment for employees and visitors while maintaining high standards of customer service and discretion. 

Job Functions:

Front Desk & Visitor Management

• Serve as the primary point of contact by answering incoming calls and emails, ensuring prompt and professional communication.
• Greet, welcome, and direct visitors, announcing them appropriately, and manage the issuance and logging of visitor/vendor badges.
• Provide employees with badges (new, replacement, or temporary) and manage badge inventory.
• Act as the front desk receptionist and ensure a welcoming environment for employees and visitors.

Onboarding Support

• Assist with the onboarding process for new employees by collecting and processing documents for the I-9 verification, issuing employee badges, and coordinating workspace setup.
• Provide new employees with a welcoming experience by guiding them through HR processes and ensuring a smooth transition into the company.

Corporate HR Hotline & Email Management

• Answer and respond to calls from the Corporate HR Hotline, fielding inquiries and directing calls as needed.
• Monitor and manage the Corporate HR inbox, responding to requests and routing inquiries appropriately.

Document Management

• Retrieve, upload, and maintain employee documents for various HR processes, ensuring compliance with company policies and confidentiality standards.
• Ensure accurate and timely reporting, data entry, and updates to HR systems for employee files, onboarding activities, and other HR-related tasks.

Administrative Support

• Manage mail by receiving and distributing letters, packages, and other correspondence.
• Provide backup support to HR team members, ensuring continuity of service during absences. 
• Assist with special projects, such as HR events, audits, and system updates, as directed by the HR Manager or team.

Cross-Functional Collaboration & Support

• Cross-train to support various HR functions within the team, including field HR operations, ensuring broad coverage and adaptability.
• Provide ancillary support to HR Business Partners by addressing ad-hoc requests, including file management, reporting, and other tasks as assigned.
• Maintain and update written Standard Operating Procedures (SOPs) for all assigned responsibilities.

Experience and Qualifications:

• HS Diploma or equivalent is required.
• Associates degree is preferred.
• Prior experience in administrative support, customer service, or receptionist roles is beneficial.
• This is an entry level position, however, Human Resources (HR) administrative experience, HR coursework, or HR certification preferred. 
• Having a Notary Public certification is a plus.

Skills and Physical Demands:

• Discretion & Confidentiality: Ability to handle sensitive information with discretion and confidentiality.
• Technical Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with HR systems is a plus.
• Customer Service Orientation: Exceptional customer service skills, with a friendly and approachable demeanor.
• Attention to Detail: Highly organized, with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively across all levels of the organization.
• Team Collaboration: Strong teamwork and collaboration skills, with the ability to work effectively with others and provide support across functions.
• Multitasking Ability: Demonstrated ability to handle multiple tasks, prioritize effectively, and adapt to changing work demands.

• Requires prolonged sitting. The HR Assistant acts as the building’s front desk receptionist.
• This is an entry level position.

Our Culture:

Fueling customers' journeys since 1964, innovation leads the way for this family-owned and operated business headquartered in Oklahoma City. With nearly 40,000 team members, travel stops are the core business along with products and services that provide value for professional drivers, fleets, traveling public, RVers, alternative energy and wholesale fuel customers. Giving back to communities and an inclusive workplace are hallmarks of the award-winning culture.

Love's is an Equal Opportunity Employer. Veterans encouraged to apply.

Job Category: Corporate