Position: HR & Administrative Support Professional
Exempt/Non-Exempt: Non-Exempt
Location: Claremore, Oklahoma
Department: General Admin
Reports to: Human Resources Manager
Overview:
Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking a Bilingual HR & Administrative Support Professional to support 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 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:
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 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
- Support employee engagement activities and company 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 fobs access
Administrative Support
- Provide administrative support to location Production Manager
- Assist with scheduling meetings, interviews, safety trainings, and company events
- Prepare conference rooms and training materials
- Office supply ordering / stocking for conference and breakroom
- Provide general administrative support including copying, scanning, and document preparation
- 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
Supervisor Responsibility:
This position has no supervisory responsibilities.
Work Environment:
This job primarily operates in a professional office environment. This role uses standard office equipment. When in the manufacturing facility, all employees are required to wear personal protective equipment to include/hearing protection, and safety glasses with side shields, and OSHA compliant safety boots/shoes.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing duties of this job, the person in this position might remain stationary for long periods of time, while operating a computer and other office machinery. This position needs to occasionally move about inside the office to access filing cabinets and operate office machinery.
The employee might occasionally lift or move objects up to 25 pounds.
On occasion, the employee may be required to visit the shop that is a non-temperature-controlled environment with loud noises, dust, dirt, and metal particles that are usually associated with metal fabrication shops.
Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday, from 7:00 am to 3:30 pm. Occasional evening and weekend work may be required as job duties demand.
Travel:
No travel is required for this position.
Benefits:
Hayden Industrial offers a generous benefits package including comprehensive health, dental, vision, 401(k) retirement plan with company match, a generous paid time off schedule, and professional development opportunities.
AAP/EEO Statement:
Hayden Industrial is an equal employment opportunity employer. Hayden Industrial recognizes and embraces federal legislation on equal employment opportunity and is committed to providing a workplace free of discrimination. All applicants for employment and all employees will be afforded equal opportunity and treatment, regardless of age, race, religion, gender, national origin, disability status or other protected status. All employees are responsible for complying with all applicable Federal, State and Local Laws, rules and regulations regarding non-discrimination practices.