HR Assistant

Position Location: Camp Smith, HI (Company Headquarters is in Massachusetts)

Makai LLC is seeking a skilled Human Resources (HR) Assistant to facilitate and support civilian personnel recruitment, onboarding, and HR operations. As a primary point of contact and subject matter expert for the hiring process, the HR Assistant ensures that all staffing actions are executed accurately, efficiently, and in compliance with internal policies and employment regulations. Reporting directly to HR leadership, this role is essential to a smooth employee experience and broader organizational workforce goals.

Essential Duties and Responsibilities

Recruitment & Hiring Coordination

• Serve as the primary resource for all civilian personnel hiring actions, providing guidance to hiring managers on procedures and compliance.
• Prepare, initiate, and manage required paperwork (e.g., job descriptions, personnel action requests, candidate documentation) for each stage of the hiring process.
• Coordinate with internal departments or external classification authorities to ensure roles are clearly defined and aligned with organizational standards.
• Liaise with partner offices, such as shared services or centralized HR teams, to track hiring workflows and resolve process bottlenecks.
• Organize, document, and support selection panels, including scheduling, resume distribution, scoring, and records management.
• Track and provide status updates on hiring activity to HR leadership or relevant stakeholders.

Onboarding & Personnel Support

• Act as an initial point of contact for new employees, managing orientation, compliance documents, and integration into the organization.
• Ensure new hires understand available resources, workplace policies, and key contacts to build engagement and retention from day one.

HR Operations & Administrative Support

• Deliver general administrative support to the HR team, including maintaining digital and paper records, submitting forms, and assisting with routine audits.
• Participate in process improvement projects and organizational initiatives, contributing creative solutions to enhance HR delivery.
• Support employee data analysis, creating reports for management as needed.

Sample Daily Tasks

• Drafting job postings and coordinating with communications or recruitment teams.
• Reviewing application packets for completeness and compliance.
• Scheduling and participating in interviews or panel assessments.
• Maintaining applicant files and ensuring compliance with data management policies.
• Preparing and sending offer letters or onboarding packages.
• Responding to employee and manager inquiries about HR procedures or timelines.

Degree/Education and Experience Requirements

• Bachelor's degree (or equivalent practical experience) in a relevant field
• 5+ years of experience

Clearance Requirements

• Active DoD Secret clearance.

Required Skills

• Proficiency with Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Familiarity with PDF document management software (e.g., Adobe Acrobat).
• Strong organizational skills and the ability to manage multiple priorities simultaneously.
• Effective written and verbal communication, with capability to brief individuals or groups.
• Demonstrated ability to work both independently and collaboratively.
• High attention to detail and strong follow-through on assigned tasks.

Preferred Qualifications (Desired)

• Prior experience supporting HR functions in government, defense, higher education, or large enterprise environments.
• Professional HR certification (PHR, SHRM-CP, or equivalent).
• Bachelor's degree in human resources, business administration, or a related field.
• Familiarity with specialized HR information systems (HRIS) or applicant tracking systems (ATS) is a plus.

Skills & Attributes

• Strong interpersonal skills, with the ability to foster positive relationships across departments.
• High degree of discretion and professionalism in handling sensitive information.
• Problem-solving mindset and flexibility to adapt to changing requirements.
• Commitment to continuous improvement and personal development.

Working Conditions

• Sitting at desk. Phone use and PC or laptop. Filing required. May require lifting and carrying boxes of supplies or files up to 25 lbs. Extended periods of sitting while on PC/laptop or phone.
• General office equipment, which includes telephone, fax machine, copier, PC/laptop, and other miscellaneous office equipment.
• Regular attendance in accordance with established work schedule is mandatory.
• You may be asked to continue performance during inclement weather or other conditions when others are not permitted to work
• Travel 10+%
• Candidates must exhibit professional behavior that promotes teamwork, fosters cooperation, and enhances productivity in the workplace. Must be well organized with the ability to coordinate, prioritize and execute multiple tasks simultaneously in a high-pressure environment. Ability to communicate verbally and in writing to work effectively with a variety of government, military and contractor personnel at all levels.
• Candidates must be able to interface effectively with individuals at all levels of the organization.
• Grooming and dress is usually business casual, but dependent on client's standards. Must not pose a safety hazard to employees working in the same general area.

Estimated Compensation

• $65,000 - $72,000

Individual salaries are determined by a variety of factors including but not limited to employee's experience, skills, education, industry, location, company size, and overall market demand.

General Description of Benefits and Other Compensation to be Offered:

• 11 Federal Holidays with Pay
• Vacation (Personal/sick leave)
• Medical, Dental, Vision
• Wellness Participation
• Weight Loss Reimbursement
• Health Care Flex Spending
• Short Term/Long Term Disability
• Simple IRA (Savings Incentive Match Plan)
• Basic Life Insurance
• Tuition Assistance Program
• Employee Assistance Program (EAP)
• Other Paid Absences
• Professional Memberships
• Overtime Pay
• Flexible Spending Account (FSA)

As an EOE/AA employer, Makai, LLC will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.