HR Administrative Assistant - Bilingual (English/Spanish) - Part Time

Description

Company Overview  

eCard Systems is the leading manufacturer of physical gift cards supplying over 50,000 small merchants across the US and Canada via its partnerships with leading “point of sale” (POS) solutions providers such as Square and Toast.  
 

Description 

We are seeking an organized and positive Bilingual HR Assistant to provide language and administrative support to our Human Resources and Accounting department during our busy season (September through January.) This role requires proficiency in both Spanish and English, excellent communication and organization skills, and the ability to handle sensitive confidential information. This position will handle daily HR duties and assist the Finance team as needed. Starting out as seasonal, this position has strong potential to convert to permanent for the right candidate. 

Work Location: Brentwood, TN. This is a fully onsite position.

Work Hours: 20-40 hours a week, Monday-Friday. Office hours are 8am-5pm. 

Anticipated Start: Mid-July 

Salary: $40,000 - $45,000 

Why Join eCard Systems? 

At eCard Systems, we prioritize the well-being and satisfaction of our team. When you join us, you’re not just starting a job—you’re joining a company that values you.
Here’s what we offer: 

• 100% Employer-Paid Health Insurance 
• Dental and Vision Insurance 
• Company-Paid Life Insurance 
• Short-Term Disability Insurance 
• Paid Time Off, Sick Leave, and an Extended Sick Bank 
• Health Savings Account (HSA) 
• 401(k) Retirement Plan with company match 
• Free Lunch Every Wednesday 
• Fun Company Events - (Holiday Party & Summer Picnic!) 

Requirements

Responsibilities and Duties:  

• Support recruitment efforts by coordinating interviews, background checks, and onboarding paperwork — especially during peak season.   
• Provide bilingual communication support, including verbal interpretation and document translation.  
• Draft and proofread employee communications.
• Answer frequently asked questions from applicants and employees.
• Schedule HR-related and building maintenance appointments.
• Maintain accurate digital and physical employee records.  
• Support benefit administration and annual open enrollment; serve as liaison with benefit providers.  
• Ensure compliance with local, state, and federal HR regulations and company policies.  
• Assist with planning and hosting company events.   
• Coordinate employee recognition efforts like gift boxes, birthday and anniversary cards. 
• Crosstrain on processing payroll.  
• Additionally assists our Accounting Department as needed. Accounting tasks may include:  
• Customer Service - Handle phone calls, voicemails, and emails related to billing inquiries, payment issues, and account updates.
• Identify and manage duplicate customer accounts, ensure accurate records, and update financial data as needed.
• Prepare, send, and track DocuSign documents from initiation through to secure completion.
• Process customer payments, update billing information, and send requested invoices.
• Supports the Finance and HR teams during team member absences.

Requirements 

Skills 

• Fluency in Spanish and English (verbal and written) 
• Dependability
• Problem-solving 
• Organization
• Excellent time management 
• Confidentiality 
• Excellent verbal and written communication skills 
• Customer service 
• Teamwork
• Strong numeracy and analytical skills preferred

Education and Experience

• Have obtained or are working toward an Associate's or Bachelor’s degree in Human Resources, Business Administration, Organizational Psychology or related field.  
• Advanced knowledge of Microsoft software.? 
• Confidence in working with large Microsoft Excel and CSV files; formulas, custom sorting, conditional formatting and more.? 
• Experience translating is a plus.