[Hiring] Training & HR SOP Specialist @Virtual Assist

Role Description

We are seeking a highly organized, detail-oriented Virtual Assistant to own two core projects: consolidating our overlapping training materials into one streamlined library, and reviewing our Human Resources SOP manual so it is clear, complete, and aligned with state-by-state requirements.

The ideal candidate is a strong writer and editor who can take dense, repetitive, or legal-heavy content and turn it into simple, step-by-step processes anyone can follow. They are curious, persistent, and comfortable tracking down missing information from managers, department leads, and reliable public sources until every SOP is finished.

Key Responsibilities:

• Training Material Consolidation
  • Inventory all existing training materials (documents, slide decks, videos, checklists, handbooks, and LMS content) across departments and locations.
  • Build and maintain a master training tracker in Excel or Google Sheets listing each item's topic, owner, audience, format, location, and last-updated date.
  • Identify overlapping, duplicate, outdated, and conflicting content, and flag it for review.
  • Merge duplicate materials into a single approved version for each topic, preserving the best and most current information.
  • Rewrite and reformat content so it is concise, consistent, and easy to follow, using plain language, clear headings, numbered steps, and checklists.
  • Organize materials into a logical structure by role, department, and onboarding stage so employees can quickly find what they need.
  • Create consistent templates and formatting standards for all future training materials.
  • Develop quick-reference guides, job aids, and one-page summaries for frequently used processes.
  • Set up a clear file-naming convention, folder structure, and version control system for the training library.
  • Route revised materials to subject-matter experts and managers for review and approval, and track sign-offs.
  • Archive retired materials so outdated versions are no longer in circulation.
• HR SOP Manual Review & Completion
  • Review the full Human Resources SOP manual section by section, covering areas such as hiring, onboarding, payroll, timekeeping, leave, benefits, performance, discipline, and offboarding.
  • Identify state-specific requirements and terminology that differ by location (for example, paid sick leave, final paycheck timing, meal and rest breaks, overtime rules, required notices, and record retention).
  • Build a state-by-state reference matrix showing which policies vary by state and where each variation appears in the manual.
  • Flag legal language, outdated references, and possible compliance gaps for review by HR leadership and legal counsel.
  • Rewrite each process in plain, easy-to-understand language, removing jargon while keeping the meaning accurate.
  • Break each procedure into clear, numbered steps with defined owners, timelines, required forms, and approval points.
  • Add simple flowcharts, checklists, and examples where they make a process easier to follow.
  • Identify missing procedures, incomplete steps, missing forms, and unanswered questions throughout the manual.
  • Gather missing information by interviewing HR staff, managers, and department leads, and by researching official state labor department and government sources.
  • Maintain a gap log tracking every open item, who it was sent to, follow-up dates, and resolution.
  • Assemble the completed SOP booklet with a consistent format, table of contents, glossary of terms, and revision history.
  • Set up a process for keeping the manual current as laws and internal policies change.
• Coordination & Project Support
  • Create and manage a project plan with milestones and deadlines for both the training consolidation and the SOP review.
  • Schedule review meetings with managers, subject-matter experts, and HR leadership, and track action items to completion.
  • Follow up consistently on outstanding information, approvals, and feedback.
  • Provide weekly progress updates summarizing completed work, open gaps, and decisions needed.
  • Maintain organized, secure digital files for all drafts, approved versions, and source materials.
  • Handle confidential HR and employee information with professionalism and discretion.
  • Recommend improvements to how training and SOPs are created, reviewed, and maintained going forward.
  • Assist with related administrative and special projects as needed.

Qualifications

• 2–3 years of experience as a Virtual Assistant, HR Assistant, HR Coordinator, Training Coordinator, Technical Writer, or similar role.
• Excellent written English, with a proven ability to simplify complex or technical content into clear, plain language.
• Strong editing and proofreading skills with exceptional attention to detail.
• Experience creating or updating SOPs, process documentation, training manuals, or employee handbooks.
• Working knowledge of common HR processes (onboarding, leave, payroll, performance, offboarding).
• Strong research skills and comfort using official government and state labor department sources.
• Proficiency with Google Workspace and/or Microsoft Office, especially Word and Excel.
• Ability to manage a large, multi-part project independently and follow through without constant supervision.
• Strong follow-up skills and comfort reaching out to managers and stakeholders for missing information.
• Ability to handle confidential information with professionalism and discretion.
• Familiarity with US employment law differences across states.
• Instructional design or curriculum development experience.
• Experience with an LMS or knowledge base tool (e.g., Trainual, Notion, Confluence, SharePoint, TalentLMS).
• Experience with project management tools such as Asana, ClickUp, Trello, or Monday.com.
• Ability to create simple flowcharts and visual job aids (e.g., Canva, Lucidchart, Visio).
• Familiarity with AI and productivity tools to speed up drafting and organizing content.

Benefits

• Paid training
• Work-from-home opportunity.
• A chance to make a lasting impact by building the training and HR resources the whole company relies on.
• Supportive and collaborative work environment.

Job Details

• Part-time
• Part-time hours, Monday to Friday, night shift (PH time)