Receptionist & HR Administrative Support

HRV Conformance Verification Associates, Inc.

Location: Moon Township / Coraopolis, PA 15108
Schedule: On-Site
Employment Type: Full-Time

About the Position

HRV Conformance Verification Associates, Inc. is seeking an organized, dependable, and detail-oriented Receptionist & HR Administrative Support professional to join our corporate team in Moon Township, PA.

This position serves as the first point of contact for visitors, clients, and employees while providing essential administrative support to Human Resources and other corporate departments. Responsibilities include reception and telephone management, new hire onboarding support, employee recordkeeping, certification tracking, office administration, and coordination of internal company activities.

The ideal candidate will possess strong organizational and communication skills, excellent attention to detail, and the ability to manage multiple responsibilities while maintaining a professional and welcoming office environment.

This is a full-time, on-site position at HRV's corporate office in Moon Township, PA. Remote and hybrid work arrangements are not available for this position.

Primary Responsibilities

Reception & Front Office Support

• Professionally answer, direct, and manage incoming telephone calls and messages.

• Respond to inquiries from clients, employees, and the public, directing individuals to the appropriate department or contact.

• Greet visitors and guests in a friendly, professional, and welcoming manner.

• Maintain awareness of office staff availability and whereabouts.

• Notify employees of scheduled and arriving visitors.

• Maintain the employee in/out board.

• Consistently demonstrate HRV's core values when interacting with employees, clients, and visitors.

General Administration

• Maintain HRV's shared Outlook calendar.

• Receive, process, and distribute incoming and outgoing mail and deliveries, including USPS, UPS, and FedEx.

• Maintain mailroom supplies and shipping accounts, including online address books.

• Update and maintain company telephone directories.

• Prepare and process Human Resources purchase orders.

• Coordinate employee birthday communications.

• Scan, organize, and distribute employee insurance identification cards and related documentation.

• Open, sort, and distribute incoming mail.

Corporate Administrative Support

• Prepare and distribute new hire packets and materials to incoming field inspectors.

• Coordinate administrative support with executive leadership and other corporate departments as needed.

• Assist with planning, organizing, and coordinating internal company meetings, employee events, and professional association activities.

• Prepare conference rooms and meeting spaces, including signage, seating arrangements, refreshments, and post-event cleanup.

• Maintain employee bulletin boards and HRV's Wall of Valor.

• Coordinate employee work anniversary recognition, including preparing and distributing cards.

• Assist with employee birthday recognition programs, including cards, gift cards, and other materials.

Human Resources Administrative Support

• Create and maintain new hire personnel files and HRV resumes.

• Review new hire checklists to ensure all required documentation is collected, completed, and properly filed.

• Maintain employee certification records, track expiration dates, and assist with scheduling certifications and renewals.

• Support the Human Resources department with employee onboarding activities.

• Schedule new hire and employee drug testing appointments as needed.

• Assist with auditing inspector timesheets and expense reports for payroll and invoicing as assigned.

• Provide administrative support during employee separation and termination processes.

• Assist with maintaining accurate employee information and HR databases.

Office Organization & Housekeeping

• Maintain a clean, organized, and professional reception area that reflects HRV's corporate image.

• Assist with daily kitchen organization and cleanliness, including loading and unloading the dishwasher, cleaning common kitchen surfaces, and maintaining the refrigerator.

• Monitor kitchen supplies and coordinate replenishment with appropriate departments.

• Maintain organization and cleanliness of the corporate mailroom.

• Ensure conference rooms and shared office areas remain clean, organized, and ready for use.

• Perform all other duties as assigned.

About HRV

HRV Conformance Verification Associates, Inc. is an established engineering consulting and quality assurance/quality control firm providing inspection, testing, and technical services to clients throughout the United States.

Our team supports critical infrastructure projects across transportation, bridges, rail and transit, energy, and other industries. We are committed to delivering high-quality services while maintaining a professional, collaborative, and supportive workplace.

Quality. Assured.

HRV Conformance Verification Associates, Inc. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic.

HRV promotes affirmative action for minorities, women, individuals with disabilities, and veterans.

HRV is a smoke-free and drug-free workplace.