Provide front-desk reception coverage and comprehensive HR administrative support: greeting visitors, answering calls, managing visitor logs, scanning and organizing personnel files, supporting new hire orientation, entering HRIS data (ADP), tracking invoices, coordinating temporary staffing and calendars, and maintaining HR recordkeeping and supplies.
The HR Assistant & Back-Up Receptionist serves as a key support role within the Human Resources Department
and as a professional representative of the Company at the Main Corporate Lobby.
and as a professional representative of the Company at the Main Corporate Lobby.
This position acts as the face of the organization, welcoming guests, employees, clients, and visitors, while also
providing comprehensive administrative support to the HR Team. The role ensures continuity of daily reception
coverage and contributes to HR operational excellence through organization, digitalization, employee engagement
initiatives, and coordination support.
providing comprehensive administrative support to the HR Team. The role ensures continuity of daily reception
coverage and contributes to HR operational excellence through organization, digitalization, employee engagement
initiatives, and coordination support.
This individual must be highly organized, detail-oriented, professional, and able to manage multiple priorities in a
fast-paced environment.
fast-paced environment.
Essential Functions
• Serve as back-up to the Main Receptionist for daily lunch/break coverage and full-day absences
• Provide consistent front desk coverage when assigned
• Professionally answer, screen, and route all incoming main line calls
• Greet and welcome guests, visitors, vendors, and employees with professionalism and warmth
• Maintain visitor log and issue visitor badges in accordance with company security procedures
• Maintain a clean, organized, and professional reception area
• Distribute incoming mail and coordinate outgoing mail and FedEx pickups
• Order and monitor office supply inventory
• Support interdepartmental administrative needs as required
HR Administrative & Operational Support
• Scan and digitally archive employee personnel files as part of the HR Digitalization Project
• Organize and maintain physical employee file systems in compliance with recordkeeping requirements
• Provide consistent front desk coverage when assigned
• Professionally answer, screen, and route all incoming main line calls
• Greet and welcome guests, visitors, vendors, and employees with professionalism and warmth
• Maintain visitor log and issue visitor badges in accordance with company security procedures
• Maintain a clean, organized, and professional reception area
• Distribute incoming mail and coordinate outgoing mail and FedEx pickups
• Order and monitor office supply inventory
• Support interdepartmental administrative needs as required
HR Administrative & Operational Support
• Scan and digitally archive employee personnel files as part of the HR Digitalization Project
• Organize and maintain physical employee file systems in compliance with recordkeeping requirements
HR Assistant & Back-Up Receptionist
•Clean, organize, and maintain HR storage rooms and document retention systems
•Support weekly New Hire Orientations and company training sessions (room setup, materials, attendance tracking, coordination)
•Assist in maintaining and updating centralized training records
•Enter employee and temporary associate data into HRIS systems (ADP or other platforms) as assigned
•Assist with employee badge creation and troubleshooting
•Audit, reconcile, and track HR-related invoices (uniforms, vendors, programs, etc.)
•Support temporary staffing coordination and documentation as assigned
•Maintain compliance logs (as assigned)
•Assist with multiple calendar management and coordination
•Clean, organize, and maintain HR storage rooms and document retention systems
•Support weekly New Hire Orientations and company training sessions (room setup, materials, attendance tracking, coordination)
•Assist in maintaining and updating centralized training records
•Enter employee and temporary associate data into HRIS systems (ADP or other platforms) as assigned
•Assist with employee badge creation and troubleshooting
•Audit, reconcile, and track HR-related invoices (uniforms, vendors, programs, etc.)
•Support temporary staffing coordination and documentation as assigned
•Maintain compliance logs (as assigned)
•Assist with multiple calendar management and coordination
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What you need to know about the NYC Tech Scene
As the undisputed financial capital of the world, New York City is an epicenter of startup funding activity. The city has a thriving fintech scene and is a major player in verticals ranging from AI to biotech, cybersecurity and digital media. It also has universities like NYU, Columbia and Cornell Tech attracting students and researchers from across the globe, providing the ecosystem with a constant influx of world-class talent. And its East Coast location and three international airports make it a perfect spot for European companies establishing a foothold in the United States.
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