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HR/Operations Assistant

Toledo Building Services Co • Toledo, OH • 4h ago

Job Description

Position Title: HR Coordinator / Operations Administrative Assistant

Department: Human Resources & Operations

Reports To: Operations Coordinator (with dotted-line support to HR Manager / CAO)

Hours: Monday--Friday, 9:00 a.m. -- 5:30 p.m. (hours may vary based on business needs)

Status: Full-Time, Non-Exempt

Position Summary

This role is a dual-function administrative position supporting both Human Resources and Operations. The HR Coordinator / Operations Administrative Assistant serves as a central point of coordination for employee lifecycle activities, attendance tracking, onboarding, and daily operational support.

This position requires a highly organized, detail-oriented individual who can manage multiple priorities, communicate effectively across all levels of the organization, and proactively solve problems in a fast-paced, service-driven environment. The ideal candidate is dependable, self-directed, adaptable, and committed to maintaining accuracy, confidentiality, and operational consistency.

Key Responsibilities

Human Resources Responsibilities

(Based on internal HR Coordinator structure )

Attendance & Compliance Management

Review employee call-offs and update internal systems (Teams Board / MITC)

Assign attendance points and generate attendance reports

Prepare, distribute, and file disciplinary point letters

Monitor FMLA/medical leaves and maintain accurate tracking

Analyze attendance trends and communicate concerns to supervisors

Recruitment & Onboarding

Review applications and schedule candidates for information sessions

Lead or assist with information sessions and initial screenings

Prepare onboarding documents (I-9s, personnel files, IDs)

Coordinate and support new hire orientation

Communicate new hire details to operations and supervisors

Employee Records & Documentation

Maintain accurate and compliant personnel files

Process onboarding and termination documentation

Ensure compliance with employment laws and document retention policies

Track certifications, training, and compliance requirements

Employee Support & Communication

Serve as a point of contact for employee questions and HR inquiries

Support supervisors with HR policies, discipline, and performance processes

Answer phones, manage voicemails, and route communications appropriately

Assist with employee engagement efforts, events, and internal messaging

Facility & Administrative HR Support

Manage uniform inventory and supplies

Maintain organization of office and training spaces

Support security procedures (keys, access, closing protocols)

Operations Responsibilities

Daily Operations Support

Assist with the coordination of daily operational activities across job sites

Support scheduling coverage for call-offs, vacations, and staffing gaps

Maintain operations calendars and staffing visibility

Coordination & Communication

Act as a liaison between field staff, supervisors, HR, and leadership

Maintain internal communications and updates to staff and management

Facilitate feedback from employees and clients to leadership

Data, Reporting & Systems

Maintain and update client and operational data

Prepare reports and track operational metrics (attendance, staffing, service issues)

Review new client applications and assist with account setu

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