Job Title: HR Administrator
Location: South Africa
Job Type: Full-Time, Remote
Working Hours: US Hours (9am-5pm EST)
Salary: South African Rand (ZAR)
The HR Administrator is an entry-level support role working directly with and under the guidance of the Staffing Coordinator. This role helps ensure that day-to-day HR, staffing, scheduling, and administrative activities are accurate, organised, and completed on time.
This is a hands-on support position. The Staffing Coordinator will delegate tasks, set priorities, and provide guidance, while the HR Administrator is responsible for following through, keeping track of outstanding work, maintaining accurate records, and flagging anything that appears incomplete, delayed, or incorrect.
No previous HR or staffing experience is required. The ideal candidate will be naturally organised, reliable, detail-oriented, and eager to learn. This role offers an excellent entry point into HR and staffing administration, with the opportunity to take on greater responsibility and independence over time.
Key Responsibilities
- Assist the Staffing Coordinator with day-to-day administrative tasks related to staff scheduling, placements, coverage, and general staffing operations.
- Maintain a clear and up-to-date list of tasks, action items, deadlines, and follow-ups assigned by the Staffing Coordinator.
- Regularly check in on outstanding tasks and provide updates on progress and completion.
- Help prepare, organise, file, and maintain staffing-related documentation, schedules, and records.
- Ensure information is accurate, complete, organised, and easy to locate when needed.
- Double-check completed tasks and documentation before marking them as complete.
- Ask questions and seek clarification when instructions, information, or documentation are unclear.
- Assist with maintaining personnel files and HR records under the guidance of the Staffing Coordinator.
- Organise and file onboarding paperwork, certifications, licences, compliance documents, and other employee records.
- Track expiring certifications, licences, and required documentation using internal trackers.
- Send reminders and follow up with relevant individuals ahead of renewal and expiry deadlines.
- Support the onboarding process by checking that required new-hire documentation is complete and correctly filed.
- Keep HR systems, CRM platforms, HRIS systems, and spreadsheets updated promptly and accurately as changes occur.
- Handle confidential employee and candidate information with discretion and professionalism.
- Maintain a clear personal task list to ensure assigned work is not forgotten or left incomplete.
- Follow up with staff, candidates, vendors, and internal team members regarding outstanding tasks, documents, or action items.
- Confirm that delegated or assigned tasks have actually been completed rather than assuming they have been done.
- Promptly flag tasks, documentation, or processes that appear stalled, overdue, incomplete, or at risk.
- Provide the Staffing Coordinator with regular updates on outstanding priorities and potential issues.
- Follow established checklists, processes, and procedures closely for recurring administrative tasks.
- Suggest practical process improvements as familiarity and understanding of the role develops.
- Communicate clearly and professionally with staff, candidates, vendors, and internal team members.
- Follow up regarding outstanding documentation, compliance requirements, deadlines, and action items.
- Provide clear updates to the Staffing Coordinator regarding what is outstanding, at risk, completed, or awaiting action from others.
- Support coordination between recruitment, scheduling, HR, and operations teams.
- Help ensure administrative handovers between departments are completed accurately and without important information being missed.
Requirements
- Strong administrative and organisational skills.
- Comfortable managing checklists, schedules, trackers, and sets of documents accurately.
- Highly detail-oriented with a natural “checker” mindset and a reluctance to leave tasks unconfirmed or unfinished.
- Reliable, responsible, and able to consistently follow through on assigned tasks.
- Coachable and willing to follow instructions, ask questions when unsure, and apply feedback.
- Good written and verbal communication skills.
- Comfortable coordinating professionally with staff, candidates, and internal teams.
- Able to prioritise tasks and manage multiple administrative responsibilities.
- Comfortable learning new systems and technology, including CRM, ATS, HRIS platforms, and spreadsheets.
- Strong sense of discretion and professionalism when handling confidential staff and candidate information.
- No previous HR or staffing experience is required.
- Previous experience or exposure to administration, office support, customer service, coordination, or data entry would be beneficial.
- Internships or academic coursework in HR, business administration, or a related field are advantageous but not required.
- Full training will be provided on internal systems, processes, and responsibilities.
