HR Receptionist Job at El Milagro in Chicago

Job Summary

The HR Receptionist plays a crucial role in managing the administrative tasks related to recruiting and staffing for the company’s manufacturing operations. This position serves as the first point of contact for job applicants, visitors and employees, handling inquiries, scheduling interviews, and maintaining office records. The ideal candidate will be organized, professional, and fluent in both English and Spanish, ensuring smooth communication and efficiency within the office. The position requires strict confidentiality, attention to detail, and flexibility in work schedules.

Key Responsibilities

• Front Desk Management:
• Greet and welcome visitors, job applicants, and employees in a friendly and professional service
• Answer phones, direct calls, and respond to inquiries about job openings and the hiring process
• Ability to maintain confidentiality and handle sensitive information
• Notify company personnel of scheduled visitors arrival
• Provide accurate information in-person and via phone/email to authorized personnel
• Maintain security and telecommunications system
• Work within the policies and procedures of the receptionist role
• Handles consumer responses when necessary
• Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, register information prior to visitor entering)
• Schedule and confirm applicant interviews, tests, and other recruiting activities and inform HR department
• Manage the visitor sign-in and security process for applicants and guests
• Administrative and Office Support:
• Assist in scheduling meetings, interviews, and HR-related appointments
• Receive, sort and distribute daily mail/deliveries and packages
• Manage and maintain files related to job applicants, ensuring all documentation is complete and stored securely in line with HR policies
• Prepare and distribute correspondence, forms, and other HR-related documents
• Monitor office supplies and order replacements as necessary, ensuring the office runs smoothly
• Coordinate with external vendors or contractors, when necessary, such as for office supplies or recruiting services
• HR Support:
• Provide support for HR functions including onboarding new employees and maintaining employee records
• Assist with preparing and processing HR documents, such as employment contracts and benefits forms
• Arrange travel/accommodation and prepare vouchers
• Assist with the onboarding process for new hires by preparing necessary documentation, scheduling orientation, and tracking background checks
• Always maintain confidentiality of sensitive employee and applicant information
• Follow HR office policies and procedures meticulously, ensuring all processes align with company standards
• Office Management:
• Coordinate with other departments to ensure smooth office operations
• Manage office supplies and inventory, placing orders as needed
• Support event planning and coordination for HR-related activities and employee events
• Work within the policies and procedures of the receptionist role
• Support continuity among work teams by documenting and communicating actions, irregularities, and continuing needs to manager or HR dept.
• Manage the reception area, including maintaining cleanliness and organization
• Organize and maintain records, office calendars, and appointment schedules for the recruiting office
• Assist with general office duties, such as photocopying, filing, faxing and mail distribution
• Data Management /Customer Service:
• Address and resolve basic HR-related queries from employees and provide assistance as needed
• Direct complex HR issues to the appropriate HR team members
• Provide and accept job applications and review/verify applications
• Update and maintain applicant tracking systems (ATS) and HR databases
• Input data accurately and ensure compliance with HR procedures and legal requirements
• Assist HR staff in creating reports on recruiting metrics, as needed
• Payroll Assistance
• Keep updated records of office expenses and costs
• Invoices -for agencies

Expectations

• Confidentiality & Prudence: Ensure strict confidentiality in handling sensitive information related to job applicants and HR matters. Maintain discretion and professionalism at all times.
• Bilingual Communication: Must be fluent in English and Spanish, able to communicate effectively in both languages to accommodate a diverse workforce.
• Attention to Detail: Perform all tasks with accuracy, from scheduling interviews to entering applicant data, ensuring that no detail is overlooked.
• Flexibility in Work Schedule: Be willing to adapt to fluctuating work demands, including occasional extended hours, to support recruiting events or peak hiring periods.
• Professionalism & Customer Service: Serve as a positive representative of the company, ensuring that all applicants, visitors, and employees feel respected and valued.

Qualifications

• High school diploma or equivalent; associate’s degree or relevant certification preferred, additional certification in Office Management is a plus
• Fluent in both English and Spanish (verbal and written)
• Previous experience in an office administrative role, Receptionist, Front Office Representative, or administrative role preferred, experience in HR or office management a plus
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to maintain confidentiality and exhibit sound judgment
• Excellent communication and customer service skills
• Strong skills in maintaining order, both in managing documents and ensuring a neat office environment
• Ability to follow HR office policies and procedures
• Flexibility in scheduling and willingness to adapt to the needs of the recruiting office
• Ability to be resourceful and proactive when issues arise
• Strong organizational and multitasking abilities
• Multitasking and time-management skills, with the ability to prioritize tasks

El Milagro