[Hiring] Office Administration Contact Directory Assistant @HRS Talent Solutions

Role Description

A shared contact directory should tell a colleague where to send a question, even when a team member changes roles. The person in this position updates approved departmental contacts and referral routes, checks that the links and details still work, and flags entries needing a manager’s decision. This is administrative work with an online directory. It does not make you responsible for assigning staff, changing reporting lines, or deciding who owns a department.

• The directory may also contain seasonal or temporary contacts.
• Record the effective period if it is supplied, and raise an entry that remains active after its approved end date.
• When a team changes names, check whether a shared inbox and its link are still current before updating the label.
• If a requester only says that the old route is wrong, ask who has approved the replacement.
• The purpose is not to make every field look filled; it is to give colleagues a route supported by a current instruction.

An entry may show a primary inbox, a backup contact, and the topics that team accepts. When an update arrives, compare it with the current approved instruction.

• A request from an unknown sender to replace a support address should be verified before anything changes.
• If an existing contact is unavailable but no replacement has been named, mark the question for the directory owner rather than inventing a route.
• A missing route is a problem to solve, not a reason to publish an unconfirmed name.

The directory may be used by customer service to pass a request, by office administration to find an internal reviewer, or by a new staff member learning the organization. Keep descriptions brief and useful.

• A label such as “billing questions about issued invoices” is more helpful than “miscellaneous.”
• If two departments both appear to own a request, document the overlap and ask the designated lead which route should be shown.

A change to the directory can affect old links in shared documents. Where assigned, check those links after an approved update and record what remains to be fixed.

• If access to a restricted entry fails, refer the permissions issue to the system owner.
• Do not copy private contact information into a public-facing page to work around a login problem.

You may work on:

• Reviewing approved team and departmental contact updates.
• Comparing new instructions with existing directory entries.
• Editing permitted names, shared inboxes, and route descriptions.
• Checking that an online link reaches its intended destination.
• Flagging conflicting ownership or missing backup information.
• Keeping internal and public contact details separate.
• Recording the source and date of an approved change.
• Sending unresolved entries to the responsible directory owner.

Qualifications

• Ability to organize information for other people to use.
• Prior office employment is not required; the employer will teach its directory, permissions, and approval process.
• Ability to read instructions closely, test a web link, and write a concise description.
• Customer service experience can help you understand why a clear route matters, but it is optional.

Requirements

• Successful update leaves an approved contact route in the right place.
• Tested link where applicable.
• Note about any unresolved ownership.

Benefits

• Pay range: $26.25–$28.05 hourly.

Company Description

Interested in the directory work? An example of maintaining shared information, if it is on your resume, will help the employer see the connection. Work, school, and volunteer settings can all show that ability. The directory system and approval rules will be taught.

If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. The employer will specify which teams’ routes are in scope.