HR & Operations Administrator

HR & OPERATIONS ADMINISTRATOR

Location: Remote — LATAM, South Africa or India
Job Type: Full-time
Working Hours: Later-day overlap with Eastern Time. Client examples: 10:00–18:00, 12:00–20:00, or 14:00–22:00 ET. Exact window to be confirmed.


Job Overview

A last-mile delivery operation is in peak season and needs a mid-level HR & Operations Administrator to take pressure off the person currently running onboarding. The first priority is driver onboarding administration: collecting documents, tracking each candidate through every step, scheduling, getting required profiles and training completed, and flagging compliance issues. As hiring volume eases, the same person will also run daily operational tracking — fuel transactions, vehicle maintenance follow-up, and driver performance documentation — so issues are not lost in the day-to-day. Payroll stays with the current team. Canadian employment or Amazon delivery experience is not required; training will be provided.


Core Focus

- Driver onboarding administration and compliance tracking
- Document collection, scheduling, and pipeline monitoring
- Daily operations tracking (fuel, vehicle maintenance, and driver performance)


Key Responsibilities

- Collect required onboarding documents and get the necessary forms signed
- Track each new hire through the full onboarding sequence: documents, scheduling, profile setup, training completion, and on-road training
- Monitor steps and chase anything outstanding so candidates do not stall in the pipeline
- Flag compliance disqualifiers (for example, a driver's licence suspension is an automatic no)
- Coordinate schedules and keep the current onboarding lead unblocked
- Enter and update candidate and employee data accurately
- Cross-reference daily fuel-purchase emails against vans on the road (if 35 vans went out, there should be 35 charges) and investigate shortfalls or extras
- Stay in contact with the operations manager to track vehicle maintenance and tire changes
- Keep a running record of driver performance issues so they are not lost in daily operations, including missed photos, late arrivals, sick call-outs, and recurring hour overruns
- Learn the current Google Docs and email process thoroughly before recommending changes; once fluent, suggest more efficient ways of working, including light use of software or AI
- [Possible later, not from day one] Support timesheet edits in ADP so recorded breaks line up with Amazon delivery records. This is a compliance check, not payroll. Payroll runs stay with the current person.


Must-Haves

- Fluent written and spoken English
- Mid-level experience in HR administration, onboarding coordination, or a similarly detail-heavy admin/tracking role. This is not a junior training seat.
- Proven document collection, scheduling, data entry, and multi-step tracking
- High attention to detail and comfort with accountability work (reconciling transactions, logging exceptions, following items through to close)
- Ability to work later-day Eastern Time hours
- Ability to learn an existing process first, then recommend improvements once it is running reliably
- Comfortable working alongside a local onboarding lead rather than owning the function alone


Nice-to-Haves

- Experience supporting high-volume hiring (this operation onboards about 1–2 people a week off-peak and 10–15 a week in peak season)
- Familiarity with ADP or a similar HRIS / timesheet system
- Process improvement, SOP writing, or light CRM / workflow design (a Salesforce-style hiring pipeline is the longer-term goal; none is in place yet)
- Comfort using AI or other software to streamline tracking and document collection
- Admin experience in logistics, fleet, or a field workforce
- Latin America (Mexico or Colombia), India, or South Africa based — all three regions are in scope


Tools

- Google Docs / Google Workspace
- Email
- ADP (possible later use for timesheet edits only, not payroll runs)
- Amazon driver-profile, training, and delivery/break records (training will be provided)
- No CRM is in place yet; the team is exploring ADP or a Salesforce-style hiring pipeline


What Success Looks Like

First 30 Days

- Learn the current Google Docs and email onboarding process and run it reliably, without changing it on day one
- Collect documents, schedule candidates, track profile setup and training, and flag compliance disqualifiers
- Build a clear view of where every candidate sits in the pipeline so nothing is missed
- Establish a smooth working rhythm with the current onboarding lead

By 60 Days

- Handle peak onboarding volume (up to 10–15 hires a week) without the current lead being overwhelmed
- Own daily operational tracking: fuel charges versus vans on the road, maintenance and tire-change follow-up, and a log of missed photos, late arrivals, and sick calls
- Propose one or two process improvements only after the current process is running reliably

By 90 Days

- The onboarding pipeline is documented and visible, with fewer items falling through the cracks
- Share a practical recommendation on a CRM or hiring-pipeline tool, and where light AI or software could help
- In quieter months, absorb associated admin and tracking work so the seat stays useful year-round


Who You Are

- Organised, precise, and naturally inclined to close loops rather than let them sit
- Calm under volume: you can keep a tracker accurate when many people are moving through a process at once
- A clear communicator in English, written and spoken
- Happy to learn why a process exists before you try to improve it
- Comfortable being the person who notices the missing charge, the skipped step, or the repeated late arrival, and flags it


Deal Breakers

- Weak written or spoken English
- Unable to work later-day Eastern Time hours
- Expecting to run or change payroll (payroll stays with the current person)
- Needs heavy supervision to keep a multi-step tracker accurate
- Pushes process changes before learning how and why the current process works

Skills

Fluent written and spoken English; mid-level HR administration/onboarding coordination or detail-heavy admin/tracking experience; proven document collection, scheduling, data entry and multi-step tracking; high attention to detail; ability to work later-day Eastern Time hours; ability to learn existing process first; comfortable working alongside a local onboarding lead.

High-volume hiring support; ADP or similar HRIS/timesheet familiarity; process improvement/SOP writing/light CRM design; comfort with AI/software tools; logistics/fleet/field workforce admin experience; based in LATAM (Mexico/Colombia), India or South Africa.