Administrative HR Assistant

Must reside in Brazil for this position

Company Overview

For over 20 years, FoodChain ID has been a leader in the New Food industry, helping companies meet the rising demand for transparency, accountability, safety, and sustainability. Our services include Non-GMO Project verification, USDA Organic certification, BRC and SQF certification, and more. Today, more than 30,000 companies across 100+ countries rely on FoodChain ID to ensure product integrity and food chain safety and transparency—one client, one product at a time.

Position Overview

• Provide administrative and operational support to the global HR team - Ensure accuracy and timeliness of HR processes, data entry, and system updates - Coordinate onboarding, meetings, and internal communications to enhance the HR function - Handle sensitive employee information with confidentiality and discretion - Flexible role with potential to transition from part-time to full-time hours

Key Responsibilities

Meeting & Onboarding Support

• Schedule HR team meetings, maintain notes, and track action items - Coordinate IDer Success onboarding sessions, orientations, and interview logistics

HR Systems Administration

• Maintain Pingboard org chart and employee records - Enter new hire data, including I-9s and background checks - Create and update employee files in shared systems - Submit IT tickets for onboarding and offboarding processes

HR Data & Reporting

• Generate and distribute reports as requested - Support syncing of IT organizational structure with HR systems and Azure directory

TouchPoints & Performance Cycle

• Organize and maintain TouchPoint folders for performance conversations - Process Personnel Action Forms (PAFs) for annual bonus and merit increases - Produce and distribute Bonus and EBIP letters annually

Recruiting System Support

• Update and sync data across recruiting platforms (LinkedIn, , the insIDer, Handshake) - Maintain accurate candidate records for consistent tracking and communication

Employee Communication & Access

• Draft and send CEO welcome letters and IDer cards for US-based associates - Manage Paycom user access for employees and clients

Inbox & HR Team Operations

• Manage the shared HR inbox and route inquiries to Benefits, Payroll, Careers, or HRBPs - Process time-off approvals for US-based HR team members in Paycom

Qualifications

• Strong attention to detail and organizational skills - Skilled in Microsoft SharePoint, Teams, and Excel

• Demonstrates outstanding proficiency in English communication - C2 - English Level

• Ability to handle confidential information appropriately

Preferred Qualifications

• Experience with HR systems such as Paycom, Pingboard, and recruiting platforms - Familiarity with HR processes for onboarding, employee records, and performance management cycles - 2+ years of office administration, coordination, or support experience

Hours

The standard work schedule consists of 44 hours per week, with at least 50% of the hours falling between 9:00 AM and 4:00 PM CST. The remaining 50% of the hours may be scheduled flexibly.

Location

Remote, work from home in Brazil

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