What Does an Human Resources Administrator Do?

An HR administrator handles the daily record-updating and documentation of the human resources department and is the primary contact person for any HR-related queries. They have significant professional experience and solid technical knowledge of human resources.

The human resources department handles many different responsibilities, and all of its duties are important for its parent organization. Therefore, there needs to be a role that orchestrates smaller yet important human resources tasks and is the main contact for any queries related to the HR department’s operations.

An HR administrator ensures that the human resources department is inputting their data records and preparing vital HR documents correctly. The role requires you to be well-versed in important human resource domains like record-keeping, internal and external communications, analyses and reporting, and arranging logistics. Since it involves so many details, you should learn about the role more closely to pursue the relevant job alerts.

This article will take you through all you need to know about an HR administrator’s responsibilities and how they are integral to the everyday workflows of the HR department.

The Human Resources Administrator Role

Each organization and industry defines the human resources administrator role differently since they have distinct hierarchies. Smaller organizations look for an HR administrator who can handle multiple kinds of tasks. Such companies offer more experience and exposure since the HR administrator deals with a varying workload.

However, bigger organizations hire specialized HR administrators, such as employee benefits administrators or payroll administrators. Since their human resources departments handle more employees, they need a larger group of HR administrators to ensure accurate records and documentation.

Many people confuse the HR generalist role with the HR administrator role. However, they are different roles with distinct responsibilities. HR generalists work with current employees and manage all people-related issues. HR administrators help the human resources managers in their daily tasks such as processing new hires, managing HR data, and using human resource data systems such as an HRIS.

Duties and Responsibilities

Each human resources administrator has different duties and responsibilities, depending on their industry and organization. However, it also depends on whether they’re working full-time or part-time. Nevertheless, every HR administrator role involves the administration of company policies, evaluating employee relations, data management, and human resources management, along with the HR manager.

Some of the primary responsibilities a human resources administrator has to oversee are as follows:

  • Organize and maintain personnel records, enter new data, and update previous employee data in internal HR databases.
  • Review, revise, and update company policies.
  • Prepare various HR documents, including new hire guides, employment contracts, compensation lists, and more.
  • Assist recruiters, talent acquisition teams, and other HR staff with activities, such as onboarding of new recruits.
  • Be the first point of contact with external partners, such as insurance vendors, to ensure legal compliance.
  • Answer any employee queries about people or HR-related issues, and help them resolve them internally, if possible.
  • Create regular presentations and reports on HR metrics, such as turnover rates, retention rates, and more.
  • Arrange any travel accommodations and take care of expense forms by communicating between departments.
  • Help the payroll department by providing them with up-to-date information on all employees, including sick leaves, leaves of absence, overtime hours, work schedules, and more.
  • Take an active part in HR projects, such as job fairs, recruitments rounds, and more.
  • Manage and run the HRIS software of the organization, and make sure it’s updated.
  • Assist the HR manager in managing and administrating the HR budget.

The list of duties above is hardly exhaustive as larger organizations with more complex human resources needs must add more responsibilities to the job description.

If you’re interested in learning more about the HR administrator role and becoming a more effective HR professional, check out our HR Certification Courses at HR University.

Human Resources Certifications


HR administrators play a critical role in a company since they manage all the essential HR administration tasks. They create an effective communication bridge where the information flows and ensure efficient data transmission between the employees and the company. Additionally, they have to manage and prepare HR documents accurately.

Becoming a great human resources administrator is all about understanding the intricacies of data management. A habit of double-checking data accuracy, multitasking, and policy understanding will go a long way as an HR administrator. Additionally, it’s also best to opt for HR courses and certifications to stay updated about the latest HR practices.

Most importantly, a great human resources administrator always works while keeping industry and organization best practices in mind.

Frequently Asked Questions

Here’s a list of common questions and answers about the human resources administrator position:

Are There Enough Human Resources Administrator Jobs on the Market?

Organizations are constantly looking for efficient HR professionals that help fulfill their human resource needs. In addition, companies are becoming more serious about establishing an effective work culture and need an effective human resources department to achieve that. Since HR administrators are integral to any HR department’s success, there are tons of impressive opportunities that you can find out there.

How to Look for the Right HR Administrator Job Alert?

You have to stay updated about the latest HR administrator job description and gain the necessary skills. Additionally, you need to scour the internet constantly for any opportunities that may come through. Finally, to ensure that you are eligible for most openings, you should pursue a quality HR certification and become proficient at human resources knowledge.

Does an HR Administrator Need Proficiency With HR Software?

The duties and responsibilities of an HR administrator mainly involve creating documentation and keeping accurate records. Such tasks become very challenging on paper and, hence, the human resource department uses advanced HR software tools for better productivity. Therefore, if you wish to succeed as an HR administrator, you must be adept at using such software tools.

If you are new to Human Resources and are looking to break into an HR administrator role, we recommend taking our HR Certification Courses, where you will learn how to build your skillset in human resources, build your human resources network, craft a great HR resume, and create a successful job search strategy.


Josh Fechter
Josh Fechter is the founder of HR.University. He's a certified HR professional and has managed global teams across 5 different continents including their benefits and payroll. You can connect with him on LinkedIn here.