Receptionist - HR Assistant

Receptionist & HR Assistant

Location: Edmond, Oklahoma – Headquarters
Department: Human Resources
Reports To: Director of Human Resources
Employment Type: Full-Time

Position Summary

Orion Security Solutions (OSS) is seeking a professional, personable, and highly organized Receptionist & HR Assistant to support our headquarters in Edmond, Oklahoma. This position serves as the first point of contact for employees, candidates, customers, vendors, and visitors while also providing administrative support to the Human Resources department and broader organization.

The ideal candidate is welcoming, dependable, detail-oriented, and comfortable managing a variety of responsibilities throughout the day. This position plays an important role in keeping our headquarters running smoothly, supporting employee engagement initiatives, and assisting HR with routine administrative functions.

Because this role supports Human Resources and may have access to confidential employee and company information, a high level of discretion, professionalism, and sound judgment is essential.

Essential Duties & Responsibilities

Reception & Office Administration

• Serve as the primary receptionist and provide a welcoming, professional experience for all employees, applicants, customers, vendors, and visitors.
• Answer, screen, and appropriately route incoming telephone calls.
• Greet visitors, determine the purpose of their visit, notify the appropriate employee of their arrival. Also notify all office staff through company platform of visitor at headquarters.
• Receive and distribute packages, and deliveries.
• Maintain a clean, organized, and professional reception area and assist with the general appearance and organization of common office spaces.
• Assist with meeting preparation, conference room coordination, visitor accommodations, and other headquarters needs.
• Order and maintain office consumables and supplies for OSS office locations, excluding locations where ordering is managed locally.
• Monitor inventory and proactively reorder commonly used office and employee supplies.
• Assist with vendor communication and routine administrative coordination as needed.

Human Resources Administrative Support

• Provide day-to-day administrative support to the Director of Human Resources and HR team.
• Assist with new-hire onboarding, including preparing paperwork, orientation materials, welcome items, and other necessary resources.
• Assist with employee offboarding documentation and administrative processes.
• Support recruiting efforts through interview scheduling, candidate communication, preparation of interview materials, and related administrative tasks.
• Assist with maintaining organized and accurate HR documentation and electronic records.
• Assist with employment verifications and routine HR correspondence as authorized.
• Perform routine data entry, filing, scanning, document preparation, reporting, and recordkeeping.
• Assist with preparing and distributing employee communications.
• Maintain appropriate confidentiality regarding employee, applicant, business, and other sensitive information.
• Ensure access to confidential information and HR systems is limited to the level necessary to perform assigned job responsibilities.
• Provide additional administrative support for HR projects and initiatives as needed.

Employee Engagement & Communications

• Coordinate employee birthday cards, service anniversary communications, and other routine employee recognition efforts.
• Assist with general employee engagement initiatives and company culture activities.
• Assist with the preparation and distribution of the OSS company newsletter, including gathering employee spotlights, company updates, photographs, announcements, and other content.
• Help coordinate employee appreciation initiatives, recognition programs, celebrations, and other company-sponsored activities.
• Assist with sympathy, life-event, and employee recognition efforts in accordance with company guidelines.
• Help maintain calendars, tracking lists, and other resources related to employee milestones and engagement activities.

Company Events & Special Projects

• Provide administrative and logistical support for major company events, including the Annual Meeting and Christmas Party.
• Assist with event preparation including RSVPs, attendee lists, employee communications, materials, signage, name badges, welcome packets, giveaways, swag, awards, and other event needs.
• Assist with Staff Appreciation Week, Technician Appreciation Week, employee outings, office events, and other company-wide initiatives.
• Coordinate with employees, vendors, venues, and internal departments as directed to support successful company events.
• Assist with assembling, organizing, transporting, and distributing event materials and employee gifts as needed.
• Support post-event activities, including organization of materials, documentation, photographs, and follow-up communications.
• Participate in special projects and initiatives that support HR, employee experience, and the organization as a whole.
  

Qualifications

• High school diploma or equivalent required; associate degree, bachelor’s degree, or relevant administrative experience preferred.
• Previous receptionist, administrative assistant, office support, customer service, or HR support experience preferred.
• Strong interpersonal and customer service skills with a friendly, professional demeanor.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize responsibilities and manage multiple tasks in a fast-paced environment.
• Ability to work independently while also functioning effectively as part of a team.
• Strong computer skills and ability to learn new software and systems.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams, preferred.
• Ability to exercise discretion and maintain strict confidentiality.
• Dependable attendance and punctuality are essential due to the front-desk responsibilities of the position.
• Willingness to assist wherever needed and take ownership of assigned responsibilities.

Core Competencies

• Professionalism
• Confidentiality and discretion
• Customer service
• Organization and attention to detail
• Communication
• Dependability
• Initiative and follow-through
• Adaptability
• Teamwork
• Positive attitude
• Ability to prioritize
• Commitment to OSS’s Mission of Excellence

Physical & Work Requirements

• This position is primarily performed in an office environment at OSS Headquarters in Edmond, Oklahoma.
• Ability to remain at a workstation for extended periods and regularly use a computer, telephone, and other office equipment.
• Ability to move throughout the office as necessary to assist employees, visitors, meetings, and events.
• Ability to occasionally lift, carry, move, or organize office supplies, event materials, packages, and similar items.
• Regular and reliable in-office attendance during established business hours is required.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Responsibilities may change or expand based on business needs.

The Receptionist & HR Assistant may be assigned other duties and responsibilities as necessary to support the comprehensive success of Orion Security Solutions (OSS) and its employees, customers, and operations.

Orion Security Solutions is an Equal Opportunity Employer