HR Administrator

Position Summary

Resourcesoft, Inc. is seeking an organized and detail-oriented HR Admin/HR Executive to support recruitment coordination, employee onboarding, HR recordkeeping, compliance tracking, and day-to-day HR administration at our Marlborough, Massachusetts office.

The ideal candidate will have strong communication, organization, and follow-up skills, along with the ability to manage multiple priorities and handle confidential candidate and employee information with professionalism and discretion.

Key Responsibilities

HR Database and Record Management

Maintain accurate candidate and employee records in the company’s HR database or Applicant Tracking System (ATS).

Update recruitment, onboarding, employee, and compliance information promptly.

Conduct routine reviews to identify and resolve incomplete, duplicate, or outdated records.

Organize and maintain confidential digital files according to company privacy, access-control, and recordkeeping procedures.

Recruitment and Interview Coordination

Coordinate interviews among candidates, recruiters, hiring managers, and interview panel members.

Manage multiple calendars and send interview confirmations, reminders, meeting links, and instructions.

Track candidate status, interview feedback, follow-up activities, and hiring progress.

Communicate scheduling changes promptly and professionally.

Support campus and early-career recruiting activities, including event logistics, candidate communication, and application-system assistance.

New-Hire Onboarding

Coordinate pre-employment and onboarding activities for new hires.

Maintain onboarding checklists and follow up on required forms, background-screening steps, approvals, and employment documents.

Work with HR, hiring managers, IT, payroll, and administration to prepare system access, equipment, orientation schedules, and other first-day requirements.

Ensure onboarding documents are complete, accurately organized, and properly stored.

Follow up promptly on missing or incomplete information.

HR Tracking and Reporting

Create and maintain Excel-based trackers for recruitment, onboarding, employee documentation, training, compliance, and other HR workflows.

Monitor operational milestones, outstanding actions, and time-sensitive deadlines.

Prepare routine reports and status updates for HR leadership.

Escalate overdue, incomplete, or potentially noncompliant matters appropriately.

HR Audit and Compliance Support

Gather, review, and organize documentation for internal HR audits and compliance reviews.

Verify that employee files contain the required records, forms, and approvals.

Support HR recordkeeping in accordance with company policies and applicable federal and Massachusetts requirements.

Assist with addressing documentation gaps identified through audits or internal reviews.

Protect confidential employee and candidate information at all times.

Training and Employee Development Tracking

Record employee training, certifications, professional-development activities, and growth milestones in internal tracking systems.

Follow up with employees and managers to obtain completion updates and supporting documentation.

Maintain accurate employee training and development reports.

General HR Administration

Respond to routine employee and candidate inquiries or direct them to the appropriate HR representative.

Prepare HR correspondence, reports, checklists, and administrative documents.

Support employee meetings, engagement activities, recruiting events, and other HR initiatives.

Perform other HR and administrative responsibilities as assigned.

Required Qualifications

At least one year of experience in HR support, HR operations, recruitment coordination, or professional administration.

Experience using an HR database, recruitment database, or ATS.

Proficiency in Microsoft Excel, including maintaining detailed trackers, reports, and follow-up lists.

Experience coordinating interviews and managing multiple calendars.

Familiarity with employee onboarding and digital-document management.

Strong written and verbal communication skills.

Excellent organizational, prioritization, and follow-up abilities.

High degree of accuracy, discretion, and professionalism.

Ability to work full-time on-site in Marlborough, Massachusetts.

Preferred Qualifications

Associate’s or bachelor’s degree in Human Resources, Business Administration, Management, or a related field.

Experience supporting HR audits or maintaining confidential personnel files.

Experience in an IT staffing, professional services, consulting, or high-volume recruitment environment.

Familiarity with campus recruiting or early-career hiring.

General knowledge of federal and Massachusetts employment-recordkeeping requirements.

Key Competencies

Attention to detail and data accuracy

Confidentiality and professional judgment

Organization and time management

Stakeholder coordination

Clear and professional communication

Problem-solving and initiative

Process compliance

Reliability and follow-through

Work Schedule and Location

This is a full-time, on-site position at Resourcesoft, Inc.’s Marlborough, Massachusetts office. The employee must be available during the company’s established business hours. Occasional schedule flexibility may be required to support interviews, onboarding activities, recruiting events, or other time-sensitive HR matters.

Equal Employment Opportunity

Resourcesoft, Inc. is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy or related conditions, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, Massachusetts, or local law.