Hybrid - New York, NY. Must be based in NY

Job Summary

The Human Resources Administrative Intern plays a critical support role within the HR function, with a primary focus on maintaining the integrity, organization, and compliance of employee personnel records and documentation. This position is ideal for a highly detail-oriented individual who thrives in structured environments and understands the importance of data accuracy, confidentiality, and regulatory compliance.

The intern will be responsible for systematically reviewing, organizing, auditing, and maintaining both physical and electronic employee folders to ensure completeness, consistency, and adherence to company policy and applicable employment laws. This role requires a disciplined approach to administrative processes, exceptional organizational skills, and the ability to detect discrepancies or missing documentation with precision.

In addition to records management, the intern will support broader HR administrative activities, contribute to process improvements, and assist in ensuring the HR department operates efficiently and professionally. The position provides exposure to core HR operations, compliance standards, and best practices in employee data management.

Principal Accountabilities

Employee Records Management & Compliance

Conduct comprehensive audits of employee personnel files (both digital and physical) to ensure all required documentation is present, current, and properly filed.
Verify accuracy and completeness of documents such as:
Employment contracts
Offer letters
I-9 forms and supporting documentation
Policy acknowledgments and compliance forms
Ensure strict adherence to federal, state, and company-specific recordkeeping requirements.
Identify missing, outdated, duplicate, or incorrectly filed records and escalate discrepancies for resolution.
Maintain consistent file naming conventions and folder structures across HR systems.

File Organization & System Integrity

Organize and standardize electronic employee folders within HRIS, shared drives, or document management systems.
Ensure secure storage of confidential employee information, maintaining strict confidentiality at all times.
Support digitization initiatives by scanning, indexing, and uploading documents when needed.

Administrative HR Support

Provide general administrative support to the HR team, including document preparation, data entry, and reporting.
Assist in onboarding processes by preparing new hire documentation and ensuring file completeness from Day 1.
Help maintain and update HR templates, checklists, and standard operating procedures (SOPs).

Ad Hoc Projects and Tasks

Assist with office logistics, including moving, organizing, and rearranging materials, supplies, and workspace setups to support HR and team activities.
Maintain a high standard of responsiveness, adaptability, and professionalism when managing shifting priorities and unplanned tasks.Handle time-sensitive or urgent administrative requests with flexibility and a solution-oriented mindset.

Key Experience and Skills

Education

Currently pursuing or recently completed a degree in Human Resources, Business Administration, Psychology, or a related field.

Core Competencies

Exceptional Attention to Detail

Demonstrates a meticulous approach to reviewing records, with the ability to identify even minor inconsistencies, missing documents, or filing errors.

Organizational Excellence

Strong ability to manage large volumes of data and documentation in a structured, methodical manner.

Confidentiality & Integrity

Handles sensitive employee information with the highest level of discretion and professionalism.

Process Discipline

Follows established procedures precisely while maintaining consistency across all tasks.

Analytical Thinking

Capable of identifying patterns, discrepancies, and opportunities for improvement within HR data systems.

Technical Skills

Proficiency in Microsoft Office Suite (Excel, Word, Outlook); strong emphasis on Excel for tracking and auditing purposes.
Familiarity with HRIS systems, document management platforms, or shared drives (e.g., SharePoint, Box) is preferred.