Human Resources Specialist

Description

Vector Solutions is the leader in providing industry-focused SaaS solutions that connect content and technology. Vector’s unique product set aims at training and learning management, continuing education (CE), compliance, workforce scheduling, safety management, and more.

Our mission is to empower everyday heroes in the public, educational and commercial sectors to make safer, smarter, and better decisions.

Vector Solutions is seeking a highly organized and proactive HR Specialist to join our team. This hybrid role manages day-to-day office operations, supports new hire onboarding and employee administration, and assists our recruiting team with talent acquisition activities. The ideal candidate will thrive in a fast-paced environment, be detail-oriented, and excel at balancing operational responsibilities with people-focused HR support. 

What You’ll Do: 

Office Management 

• Oversee office operations for Tampa HQ and coordinate supplies and services for all other office locations. 
• Ensure offices are stocked with necessary supplies, snacks, beverages, and equipment. 
• Manage office front desk support, including greeting visitors, directing calls, and handling general inquiries. 
• Coordinate badges and building access for employees across all locations. 
• Conduct building tours and orientation for new hires and visiting teams. 
• Coordinate office activities, team-building events, and employee appreciation initiatives across locations. 
• Liaise with building management and vendors as needed. 
• Monitor office expenses and manage vendor invoicing in coordination with Finance. 
• Serve as the onsite presence in Tampa, welcoming visitors and supporting a positive office culture. 

Onboarding & Employee Administration   

• Coordinate new hire onboarding logistics including I-9 processing, background check oversight, equipment setup, and travel coordination. 
• Collect and process I-9 documentation and ensure compliance. 
• Oversee completion of background checks; track status and escalate delays or issues as needed. 
• Coordinate first day setup for in-office hires (equipment, badges, desk, building access). 
• Arrange travel, flights, hotels, and ground transportation for new hires attending Tampa onboarding. 
• Ensure remote hires receive necessary equipment and onboarding materials on time. 
• Coordinate with hiring managers to ensure smooth orientation experience. 
• Maintain accurate employee documentation and records as needed to support onboarding and compliance. 

Talent Management & HR Support  

• Assist with employee engagement initiatives, recognition programs, and professional development activities. 
• Help organize training sessions, workshops, and team events to support talent development. 
• Provide HR administration support to the HR team as needed. 

Talent Acquisition Support:  

• Assist the recruiting team with resume review and initial candidate screening calls. 
• Maintain candidate pipeline in ATS, send status updates to applicants, and schedule interviews with hiring managers. 
• Support overall recruiting operations and interview coordination. 

Requirements

• 2+ years of experience in HR coordination, office administration, or administrative roles. 
• Strong understanding of onboarding, HR best practices, and office management. 
• Excellent organizational and multitasking skills. 
• Strong communication and interpersonal skills with a service-oriented mindset. 
• Ability to work independently while supporting multiple teams and locations. 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with Paylocity or Ashby is a plus. 
• Ability to work 4 days a week in office at our Tampa location.

What You Can Expect From Us:

• Friendly, open, and casual work environment
• Comprehensive benefits package effective the first of the month after hire
• Matching 401(k) retirement plan
• Healthy work-life balance with flexible work arrangements and generous time off
• Generous referral incentive program
• Tuition Reimbursement Program
• Pet Insurance
• OnePass Gym/Wellness Discount Program
• Calm Health-Employee Membership
• Company social events
• Employee Resource Groups
• Philanthropic opportunities

What We Value:

• Teamwork - Above all, we’re a team. We give and value feedback. We suppor