The Contractor Consultants
Human Resources Assistant/Office Coordinator
The Contractor Consultants, Brea, California, United States, 92631
Human Resources Assistant/Office Coordinator – Intelligent Fire Systems Solutions Inc.
Job Overview Intelligent Fire Systems Solutions Inc. (IFSS) is seeking an organized and proactive Human Resources Assistant/Office Coordinator to join our growing team. This dual‑role position supports the Human Resources Department with key administrative tasks and employee onboarding while also managing day‑to‑day office coordination at one of our California offices.
Who We Are At Intelligent Fire Systems & Solutions Inc., we specialize in delivering expert fire protection services across commercial, industrial, and government sectors. As a trusted union contractor, our name is built on safety, professionalism, and integrity‑values that define both our projects and our people.
Key Responsibilities
HRIS & Audits
Conduct regular audits in HRIS to ensure accuracy and compliance.
Generate and analyze HR metrics (headcount, turnover, PTO, compliance, etc.) for HR leadership.
Perform audits on employee records, certifications, training completion, and compliance documentation.
Onboarding & Training Coordination
Assign, monitor, and track completion of mandatory new‑hire training modules.
Follow up with new hires on onboarding tasks (I‑9, direct deposit, benefits, etc.).
Prepare and distribute new‑hire welcome materials and ensure smooth first‑day experiences.
Partner with managers to ensure new hires are equipped for success.
Benefits Administration Support
Assist with onboarding and open enrollment benefit coordination.
Respond to employee benefit inquiries and direct them to vendors or HR partners as needed.
Maintain accurate benefit data within HRIS.
Administrative & HR Support
Maintain company directories and employee contact lists.
Support employee engagement initiatives and company‑wide communications.
Assist with HR reporting, scheduling, and documentation preparation.
Manage confidential information with professionalism and discretion.
Office Coordination (Building Support)
Serve as the main point of contact for daily office operations.
Manage office supply inventory, vendor coordination, and facility requests (maintenance, cleaning, repairs).
Oversee mail distribution, scanning, and general clerical tasks.
Coordinate building access and visitor management.
Support the logistics for meetings, orientations, and training sessions.
Ensure the office remains organized, professional, and safe.
Other Duties as Assigned
Qualifications
1‑2+ years of experience in HR or office administration is preferred.
Familiarity with HRIS systems (e.g., BambooHR, ADP, Paycom) and basic reporting.
Strong organizational skills and ability to manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Core Competencies
Detail‑Oriented: Ensures accuracy and consistency in HR data and audits.
Organized: Balances HR and administrative duties efficiently.
Proactive: Anticipates needs, communicates clearly, and follows through.
Confidential: Exercises discretion with sensitive employee and company information.
Collaborative: Works well with HR, management, and facility vendors.
Benefits
Health & Wellness: Medical, Dental, and Vision Insurance
Financial Security: Weekly pay cycle and retirement savings program
Work‑Life Balance: Paid time off (PTO, holidays)
Career Development: Paid training, safety certifications, and mentorship opportunities
Additional Perks
Company events and team culture
Professional, collaborative environment
Schedule
Full‑Time | Monday‑Friday
Occasional overtime may be required based on business or project needs.
Work Location This position is based at the Anaheim, CA office.
Equal Employment Opportunity Statement We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status.
Compliance Notice A background and drug screening check will be completed as part of the onboarding process, in compliance with applicable laws.
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Job Overview Intelligent Fire Systems Solutions Inc. (IFSS) is seeking an organized and proactive Human Resources Assistant/Office Coordinator to join our growing team. This dual‑role position supports the Human Resources Department with key administrative tasks and employee onboarding while also managing day‑to‑day office coordination at one of our California offices.
Who We Are At Intelligent Fire Systems & Solutions Inc., we specialize in delivering expert fire protection services across commercial, industrial, and government sectors. As a trusted union contractor, our name is built on safety, professionalism, and integrity‑values that define both our projects and our people.
Key Responsibilities
HRIS & Audits
Conduct regular audits in HRIS to ensure accuracy and compliance.
Generate and analyze HR metrics (headcount, turnover, PTO, compliance, etc.) for HR leadership.
Perform audits on employee records, certifications, training completion, and compliance documentation.
Onboarding & Training Coordination
Assign, monitor, and track completion of mandatory new‑hire training modules.
Follow up with new hires on onboarding tasks (I‑9, direct deposit, benefits, etc.).
Prepare and distribute new‑hire welcome materials and ensure smooth first‑day experiences.
Partner with managers to ensure new hires are equipped for success.
Benefits Administration Support
Assist with onboarding and open enrollment benefit coordination.
Respond to employee benefit inquiries and direct them to vendors or HR partners as needed.
Maintain accurate benefit data within HRIS.
Administrative & HR Support
Maintain company directories and employee contact lists.
Support employee engagement initiatives and company‑wide communications.
Assist with HR reporting, scheduling, and documentation preparation.
Manage confidential information with professionalism and discretion.
Office Coordination (Building Support)
Serve as the main point of contact for daily office operations.
Manage office supply inventory, vendor coordination, and facility requests (maintenance, cleaning, repairs).
Oversee mail distribution, scanning, and general clerical tasks.
Coordinate building access and visitor management.
Support the logistics for meetings, orientations, and training sessions.
Ensure the office remains organized, professional, and safe.
Other Duties as Assigned
Qualifications
1‑2+ years of experience in HR or office administration is preferred.
Familiarity with HRIS systems (e.g., BambooHR, ADP, Paycom) and basic reporting.
Strong organizational skills and ability to manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Core Competencies
Detail‑Oriented: Ensures accuracy and consistency in HR data and audits.
Organized: Balances HR and administrative duties efficiently.
Proactive: Anticipates needs, communicates clearly, and follows through.
Confidential: Exercises discretion with sensitive employee and company information.
Collaborative: Works well with HR, management, and facility vendors.
Benefits
Health & Wellness: Medical, Dental, and Vision Insurance
Financial Security: Weekly pay cycle and retirement savings program
Work‑Life Balance: Paid time off (PTO, holidays)
Career Development: Paid training, safety certifications, and mentorship opportunities
Additional Perks
Company events and team culture
Professional, collaborative environment
Schedule
Full‑Time | Monday‑Friday
Occasional overtime may be required based on business or project needs.
Work Location This position is based at the Anaheim, CA office.
Equal Employment Opportunity Statement We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status.
Compliance Notice A background and drug screening check will be completed as part of the onboarding process, in compliance with applicable laws.
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