Human Resources Assistant

Description

About Us:

Our management company provides the support and leadership that help our family of businesses grow and succeed. Working behind the scenes to support our Momiji Sushi restaurant locations and Ideal Sushi Supply distribution company, our team oversees key business functions, including Human Resources, Marketing, General Operations, Information Technology, and Maintenance.

We believe strong businesses are built on strong teams, effective leadership, and a commitment to continuous improvement. By providing the resources, guidance, and operational support our companies need, we help create a consistent, positive experience for both our employees and customers. Our work plays an important role in keeping our restaurants running smoothly, supporting our warehouse and distribution operations, and creating opportunities for growth throughout the organization.

As our organization continues to expand, we are looking for motivated, dependable, and team-oriented individuals who want to make a meaningful impact across multiple areas of the business. Whether supporting our employees, improving operations, maintaining our facilities, or helping our brands grow, our management team works together to solve problems, develop talent, and build a strong foundation for the future. We value accountability, collaboration, and initiative, and we strive to create an environment where employees can develop their skills, take on new challenges, and grow their careers alongside our organization.

Benefits of Joining the Team

• Medical Insurance
• Dental Insurance
• Paid Time Off
• Sick Time
• Simple IRA
• Employee Discount at Momiji Sushi Bar & Restaurant locations

Position Summary

The HR Assistant provides administrative and operational support to the Human Resources Manager and assists with select administrative functions for the company’s catering department. This position supports the accuracy and maintenance of employee records, payroll-related information, onboarding documentation, recruiting administration, and HR data management. The HR Assistant also provides administrative support for catering operations, including data entry, payment processing, request management, customer communication, and coordination with catering operations.

This position requires exceptional attention to detail, strong spreadsheet and data management skills, accuracy, organization, and the ability to work independently. The ideal candidate is proactive, resourceful, and capable of identifying tasks that need attention, following through on responsibilities, and maintaining accurate records across multiple departments.

Essential Duties and Responsibilities

Human Resources Administration

• Maintains organized and accurate employee personnel files, ensuring required documentation is collected, properly filed, and updated as needed.
• Assists with new-hire onboarding, including preparing and distributing onboarding paperwork, tracking completion of required documents, and maintaining accurate employee records.
• Collects, tracks, and maintains employee certifications and required documentation, including food handler cards and OLCC service permits.
• Monitors expiration dates and follows up on missing, incomplete, or expired employee documentation as needed.
• Updates and maintains in-store employee manuals and other HR materials as directed.
• Coordinates the ordering and distribution of required employment law posters and other workplace compliance materials.
• Assists with maintaining HR spreadsheets, tracking logs, employee lists, and other internal records.
• Performs general HR data entry and administrative tasks while maintaining the confidentiality of employee information.
• Provides administrative support to the HR Manager and assists with special projects as assigned.

Payroll and Timekeeping Support

• Reconciles employee sick time and paid time off (PTO) balances against payroll records and supporting documentation.
• Reviews and verifies employee tip information for payroll processing, identifying discrepancies and communicating with the appropriate personnel to resolve them.
• Reviews timecards for errors, missing punches, and other discrepancies and makes authorized corrections in accordance with established procedures.
• Communicate with managers and other designated personnel to obtain missing information or resolve timekeeping discrepancies before payroll deadlines.
• Maintains accurate records of timecard corrections, leave balances, tip verification, and other payroll-related adjustments.
• Assists with reviewing payroll-related data for accuracy and completeness before submission for processing.
• Handles confidential payroll and employee information with discretion and professionalism.

Recruiting Administration

• Creates, posts, updates, and removes job advertisements on designated hiring platforms at the direction of hiring managers.
• Coordinates with hiring managers to obtain job details, posting requirements, and updates to open positions.
• Maintains accurate job posting information and tracks the status of active and closed postings.
• Assists with administrative recruiting tasks and maintains organized records related to open positions.
• Ensures job postings are accurate, professional, and consistent with approved position descriptions and company standards.
• Provides administrative support throughout the recruiting process without making hiring decisions or independently scheduling interviews.

Catering Administrative Support

• Provides secondary administrative support to the catering department under the direction of the HR Manager and in coordination with catering operations.
• Enters, updates, and maintains catering inquiries, customer information, event details, orders, and other catering-related data in company systems and spreadsheets.
• Receives and reviews incoming catering requests, organizes inquiries, and directs them to the appropriate person or department based on the nature of the request.
• Responds to routine catering questions regarding available services, menu information, pricing, packages, and general procedures using approved company information.
• Processes and records catering payments accurately and maintains supporting payment documentation.
• Coordinates with catering operations to communicate customer requests, confirm necessary details, and support timely follow-up.
• Tracks the status of catering inquiries and assists with maintaining accurate records of customer communications, pending requests, and completed transactions.
• Identify inquiries or requests requiring operational decisions, customized arrangements, pricing approval, or other specialized attention and refers them to the appropriate catering contact.
• Assists with catering reports, spreadsheets, data collection, and other administrative projects as needed.
• Provides general administrative support to help maintain an organized and responsive catering program.

Data Management and Process Support

• Creates, maintains, and updates spreadsheets used for HR tracking, payroll reconciliation, recruiting, onboarding, compliance documentation, and catering administration.
• Collects, organizes, verifies, and analyzes information from multiple sources to ensure records and reports are accurate and complete.
• Identifies missing information, discrepancies, duplicate records, and data entry errors and takes appropriate steps to correct them.
• Develop and maintain tracking tools, spreadsheets, and administrative systems that improve organization and visibility across assigned responsibilities.
• Assists with improving administrative workflows, recordkeeping practices, and data accuracy.
• Meets established deadlines and maintains consistent follow-through on recurring tasks and outstanding items.
• Identify tasks that need attention and takes initiative to complete assigned responsibilities without requiring constant direction.

Other Duties and Responsibilities

• Maintains the confidentiality and security of employee, payroll, customer, and company information.
• Communicates professionally with employees, managers, customers, vendors, and other internal and external contacts.
• Follows established company policies, procedures, and documentation standards.
• Escalates sensitive employee matters, payroll concerns, compliance questions, customer issues, and decisions outside the scope of the position to the HR Manager or appropriate department lead.
• Provides general administrative support to Human Resources and catering as needed.
• Performs other duties as assigned.

Requirements

Qualifications and Skills

• Exceptional attention to detail and a strong commitment to accuracy in data entry, recordkeeping, and administrative tasks.
• Advanced spreadsheet skills, including the ability to organize large datasets, use formulas, reconcile information, identify discrepancies, and maintain tracking tools. Experience with Excel or Google Sheets is strongly preferred.
• Strong organizational skills and the ability to manage multiple responsibilities, recurring deadlines, and competing priorities.
• Ability to work independently, take initiative, and identify tasks that need attention without requiring constant supervision.
• Strong analytical and problem-solving skills, including the ability to investigate discrepancies and determine appropriate next steps.
• Excellent written and verbal communication skills.
• Ability to handle confidential employee, payroll, and business information with discretion.
• Strong computer skills and the ability to learn HR, payroll, scheduling, recruiting, and other business software.
• Ability to follow established procedures while recognizing when a situation requires clarification or escalation.
• Strong customer service skills and the ability to communicate professionally with employees, managers, and catering customers.
• Ability to maintain accurate records and complete detailed administrative work in a fast-paced environment.
• Previous experience in HR administration, payroll support, bookkeeping, data management, or a related administrative role is preferred.

Physical Requirements and Job Conditions

• Must be physically able to operate standard office equipment, including a computer, telephone, calculator, and other related equipment.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to perform repetitive computer, spreadsheet, and data-entry tasks with accuracy.
• Must be able to communicate effectively with employees, managers, customers, and other business contacts.

Other

• This position is not eligible for telework and is performed on-site.
• The HR Assistant reports to the HR Manager and provides secondary administrative support to the catering department in coordination with catering operations.
• This position provides administrative and process support and does not independently make hiring decisions, determine employee discipline, authorize payroll policy exceptions, or make operational decisions for the catering department.
• The duties and responsibilities listed above are intended to describe the general nature and level of work performed in this position and are not an exhaustive list of all responsibilities, duties, or qualifications required.

Our management company is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status. We believe our continued success is built on diversity, inclusion, teamwork, and strong community values. Join our team and help support the people and operations that keep our growing family of businesses moving forward!