Administrative / HR Assistant

Position Overview
The Administrative / HR Assistant provides structured operational and timekeeping support to ensure accurate reporting and payroll processing. This role is primarily responsible for preparing and distributing the daily operational recap email and managing timesheet approvals and payroll data transfer.

The ideal candidate is detail-oriented, dependable, organized, and able to meet strict daily deadlines with minimal supervision.
Key Responsibilities
Daily Operational Reporting (7 Days Per Week)

• Prepare and send the daily operational recap email to managers
• Gather necessary updates and information for report accuracy
• Ensure the report is professional, accurate, and distributed no later than 10:00 AM PST daily (Monday–Sunday)
• Maintain organized digital records of all daily recap email s
• Meet strict reporting deadlines consistently

Timekeeping & Payroll Support (Weekdays)

• Review and approve employee timesheets in the Guardhouse platform
• Verify accuracy of hours worked, assignments, and overtime
• Follow up with supervisors regarding discrepancies or missing time entries
• Transfer approved time records into ADP for payroll processing
• Maintain strict confidentiality of payroll information

Administrative Support (Weekdays)

• Prepare and send the daily operational recap email
• Monitor and respond to email s from managers in a timely and professional manner
• Communicate follow-up questions or clarifications related to reporting or timekeeping matters
• Escalate urgent operational or payroll-related concerns to leadership as needed

Work Schedule & Weekend Expectations
Scheduled Hours

• Monday–Friday: 8:00 AM – 12:00 PM (PST)
• Saturday & Sunday: 8:00 AM – 10:00 AM (PST)

Monday–Friday responsibilities include daily reporting, timesheet review, payroll processing, and manager email communication.

Saturday and Sunday hours are dedicated primarily to preparation and distribution of the daily operational recap email .
The daily operational recap email must be completed and sent to managers no later than 10:00 AM PST, seven (7) days per week. Timeliness, accuracy, and professionalism are essential performance expectations.
Qualifications

• High School Diploma or equivalent required
• 1–3 years of administrative, payroll, or timekeeping experience preferred
• Experience using Guardhouse and/or ADP strongly preferred

Required Skills & Competencies

• Strong attention to detail (especially with timekeeping and payroll)
• Excellent written communication skills
• Ability to meet strict daily deadlines
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to handle confidential information with discretion
• Ability to work independently with minimal supervision