Bilingual HR & Front Office Administrator

• Job Category Human Resources
• Employee Type Exempt
• Required Degree High school

Description

Overview:
Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking a Bilingual Human Resources & Administrative Support Professional tosupport both plant operations and administrative functions by serving as the first point of contact for employees, visitors, and vendors. This role combines front office management, entry-level human resources support, and executive administrative assistance within a fast-paced manufacturing environment. The position requires strong organizational skills, attention to detail, and the ability to interact effectively with production and office personnel.

Key Responsibilities:

Language Requirements:

• Bilingual (English/Spanish) required, with the ability to read, write, and communicate professionally in both languages.

Front Office Reception Duties

· Greet and assist employees, applicants, visitors, contractors, and vendors in a professional and courteous manner

· Answer, screen, and direct incoming phone calls and inquiries

· Ensure proper visitor sign-in procedures and adherence to facility safety and PPE requirements

· Maintain a clean, organized, professional front office and reception area

· Receive and distribute mail, packages, and internal communications

· Coordinate with departments for visitor access and scheduling

· Responsible for coordinating coverage during any absences or lunch breaks

Human Resources Support (Confidential Tasks Conducted Discreetly)

· Assist with onboarding coordination, including scheduling orientations and directing new hires to appropriate HR contacts or private meeting areas

· Support recruiting activities such as scheduling interviews and coordinating candidate flow to hiring managers

· Distribute general HR information (e.g., application instructions, questions relating to policies) while directing sensitive questions to other members of Human Resources

· Help organize and implement employee engagement initiatives and events

· Ensure all sensitive conversations and documents are handled in a confidential manner and redirected to private settings when necessary

· Reconciliation and approval of uniform billing and invoicing for temporary agencies

· Point of contact and billing for Day Labor positions through staffing agency

· Providing daily attendance emails to members of management

· Handling access and security control with key fob access

Executive Administrative Support

· Provide administrative support to HR leadership and other designated executives (President, Executive Vice President, VP of Operations)

· Prepare reports, presentations, and correspondence as needed

· Take meeting notes and track action items as needed

· Assist with planning and organizing meetings, trainings, and company events

· Handle sensitive and confidential information with discretion

· Prepare conference rooms and training materials

· Office supply ordering / stocking for conference and breakroom

· Support special projects and cross-functional administrative needs

Education and Experience:

· High school diploma or equivalent required; associate degree in Human Resources, Business Administration, or related field preferred

· 1–3 years of administrative, receptionist, or HR support experience preferred (manufacturing experience a plus)

· Proficiency in Microsoft Office (Word, Excel, Outlook); HRIS experience preferred

· Strong communication and interpersonal skills

· Excellent organizational and multitasking abilities in a fast-paced environment

· Professional demeanor with strong customer service skills

· Ability to handle sensitive and confidential information with discretion

· Strong attention to detail and problem-solving skills Education

Supervis…