HR Administrative Assistant / Receptionist - San ...

HR Administrative Assistant / Receptionist The Administrative Assistant Receptionist provides essential administrative support to the HR Manager, ensuring the efficient operation of the HR Department. This role requires effective communication skills, both in person and via email, to ensure all tasks are completed accurately, promptly, and with high quality. The position involves working in the front office reception area of Finlays' main building, answering phones, greeting and assisting visitors, and providing general information. Since 1750, Finlays has been the trusted leader in supplying tea, coffee, and botanical extracts to the world's leading beverage brands. Focused on delivering exceptional beverage solutions, we empower our customers to create moments of joy with every sip. Our team is built on values of long-term commitment, accountability, continuous improvement, and shared success. When you join us, you're not just taking on a job; you're becoming part of a customer-centric culture driven by collaboration, expertise, and innovation. If you're looking for a place to grow, share your ideas, and make an impact, we'd love to have you on our team. Responsibilities: Document visitors, contractors, and customers during each visitor to maintain good manufacturing practices, allergen controls, food defense/food security, and HACCP controls. Answer and transfer calls from the main office building telephone. Assist the HR Manager with the hourly recruitment process, including screening resumes, scheduling interviews, and other recruiting tasks. Scan employment records and upload them into the HRIS system under each employee profile. Assist with internal and external HR-related inquiries or requests, escalating to the appropriate party as needed. Conduct onboarding for Spanish-speaking new hires and serve as a backup to the HR Manager when necessary. Support the HR Department with employee event coordination, including ordering lunches, gifts, communications, equipment, and supplies. Welcome and assist employees, ensuring they are informed about company procedures. Update and post compliance notices and posters for the site. Manage mail by collecting, organizing, and distributing it to the appropriate departments. Order and oversee HR office supplies and food deliveries for HR and/or Executive meetings as needed. Handle sensitive information with confidentiality. Perform other duties as assigned. Qualifications & Requirements: High school diploma or equivalent required; Associate or Bachelor's degree in Human Resources, Business Administration, or a related field is preferred. Minimum of 1 year of proven experience working in an HR department. Strong communication skills, both verbal and written. Ability to plan and accomplish goals with a high degree of creativity and latitude. Proficiency in using HRIS systems and other office software. Bilingual in Spanish required. Work Environment & Physical Requirements: Office Setting: The role is primarily based in an office environment with standard office equipment such as computers, phones, and printers. Team Collaboration: Frequent interaction with team members and other departments, requiring effective communication and collaboration. Noise Level: The noise level in the work environment is usually moderate, typical of an office setting. Sitting: Prolonged periods of sitting at a desk and working on a computer. Communication: Regularly required to talk and hear, both in person and over the phone. Mobility: Occasionally required to stand, walk, and reach with hands and arms. Lifting: May occasionally need to lift and/or move up to 10 pounds. Equal Opportunity Statement: Finlays Americas is an equal employment opportunity employer seeking diversity in qualified applicants for employment. All applicants will receive consideration for employment without regard to race, ethnicity, color, gender, gender identity, age, religion, national origin, ancestry, disability, perceived disability, medical condition, genetic information, veteran status, sexual orientation, or any other protected status, as defined by applicable law. Finlays employs individuals that are 18 years of age or older. This position is not eligible for Visa Sponsorship.

Created: 2026-03-10