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HR Administrative Assistant
Mission
The HR Administrative Assistant manages human resources administration, including monitoring disciplinary procedures, organizing and overseeing the canteen service, and managing staff transportation. They ensure compliance with internal procedures, smooth operation of staff-related services, and provide administrative support for daily HR activities.
Responsibilities
Disciplinary Sanctions Management
- Identify incidents in coordination with managers or line management
- Process explanation requests (write formal requests) and follow up on responses
- Draft and notify sanctions according to internal procedures
- Keep the sanctions register up to date
- Monitor the application of sanctions and their effects (e.g., salary deductions, etc.)
- Produce regular reporting on disciplinary sanctions
- Contribute to drafting or updating disciplinary procedures
- Participate in awareness-raising actions (behavior, discipline, etc.)
Canteen Management
- Follow up with canteen staff on monthly menu reception
- Validate menus once a month with the canteen committee
- Update the weekly menu file for forecast orders
- Collect weekly forecast orders
- Transmit forecast orders to canteen staff
- Prepare canteen tokens
- Distribute tokens to relevant employees
- Ensure everyone checks in before entering the canteen
- Handle canteen-related complaints
- Count tokens at the end of each service with canteen staff
- Produce daily reporting, identify anomalies, and define corrective action plans
- Transmit canteen-related payroll variable elements
- Monitor canteen proper functioning and maintain good relationships with canteen service providers
Staff Transportation Management
- Organize and update staff transport routes (additions, modifications, deletions)
- Ensure regular communication with employees about schedules and routes
- Monitor transport-related complaints and propose solutions
- Manage relationships with transport providers: coordination, briefing, incident management
- Regularly check transport providers, vehicles, and mandatory documents (compliance: licenses, insurance, etc.); ensure staff transport cleanliness with the provider
- Raise staff awareness about transport and safety rules
- Produce weekly reporting on transport service status
- Transmit transport-related payroll elements (benefits in kind, allowances, etc.)
Secondary Tasks
- Actively contribute to implementing or improving HR processes and tools
- Participate in cross-functional projects (HRIS, social barometer, employer branding, etc.) in coordination with HR Management
- Respond to employee requests and cover for their counterpart
Requirements
- Bachelor's degree in Human Resources, Occupational Psychology, Employment Law, or equivalent
- 1 to 2 years of experience in an HR administrative role, ideally in an industrial or structured environment
- General knowledge of HR processes (payroll, disciplinary, personnel administration)
- Good knowledge of Microsoft Office (tracking spreadsheets, reporting, etc.)
- Ability to write HR correspondence and reports
- Basic knowledge of labor law (sanctions, payroll, etc.)
- Good level of French (oral and written)
- Good interpersonal skills, reactivity, and ability to prioritize
- Service-oriented mindset and team spirit
HR Administrative Assistant
Manage HR administration including disciplinary procedures, canteen services, and staff transportation, while supporting daily HR activities.
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