HR Virtual Assistant

Job Title: HR Virtual Assistant

Job Code: VC-LTPT

Position Type:

• Full-Time (40 hours/week)

• Part-time (25–30 hours/week) may be considered during the first 30 days of training/probation.

Work Hours: 9:00 AM – 6:00 PM EST

Work Days: Monday – Friday

• Occasional Saturdays may be required for onboarding, recruitment events, or quarterly HR audits.

Salary: $5–$6 per hour, depending on experience

About Our Client

Our Client is a pediatric therapy practice based in Orlando, FL, providing high-quality Speech Therapy, Occupational Therapy, and ABA services to children. The organization supports families through compassionate care, evidence-based practices, and a dedicated team of professionals. As a fast-growing clinic, Little Tesla values organization, communication, professionalism, and accountability.

Scope of Work / Responsibilities

Daily Virtual Presence Requirements

• Must be logged into the Virtual Operations Room (Zoom or Google Meet) for the full shift with screen shown at all times.
• Join the 15-minute “Start of Day” meeting with Aleema (Office Manager) or Vesna (Owner).
• Stay reachable via Slack/WhatsApp and Google Drive during the entire shift.
• Attend the weekly HR Coordination Meeting with Vesna and Alex (Finance Manager).

Core HR Responsibilities

Recruitment & Onboarding

• Post job ads (SLP, OT, ABA therapists, administrative positions) on Indeed, ZipRecruiter, and university job boards.
• Track all applicants in the recruitment spreadsheet (status, interviews, outcomes).
• Schedule interviews for Vesna, Aleema, or Andjela.
• Send onboarding emails and create new employee folders using Google Drive and HR systems.
• Verify completion of:
• OCPS packets
• Licensure documentation
• CPR certifications
• Background checks
• W-4 and I-9
• Direct deposit forms

• Assist with Medicaid credentialing.

HR Documentation & Compliance

• Maintain digital employee files and ensure credentialing information is accurate and updated.
• Track employee licenses, CEUs, background checks, and insurance credentials.
• Manage attendance, PTO tracking, and weekly hour reports.
• Prepare offer letters, employment agreements, and internal HR forms.
• Support new hire orientation and probation monitoring.

Staff Communication & HR Support

• Send reminders for training sessions, meetings, compliance deadlines, and policy updates.
• Assist with internal communication, including performance KPIs, staff updates, birthdays, and HR newsletters via WhatsApp or internal channels.

Reporting

Submit a weekly HR productivity report every Friday by 3 PM EST, including:

• New hires, pending candidates, terminations
• Credentialing status updates
• Compliance tracker updates (licenses, CPR, background checks, CEUs)
• PTO and attendance summaries

Requirements:
Experience Requirements

• Experience in HR, recruiting, or healthcare administration required.
• Previous virtual assistant experience preferred but not required.
• Familiarity with U.S. healthcare documentation (W-4, I-9, HIPAA, licensure) is a plus.
• No medical degree or clinical license is required.

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Skills & Software Knowledge

• Google Workspace (Docs, Sheets, Drive, Gmail)
• Canva (for HR flyers and updates)
• Indeed, ZipRecruiter, LinkedIn Recruiter
• Trello or Asana (task management)
• Slack, WhatsApp, GroupMe (team communication)
• Highly organized, detail-oriented, motivated, and able to work independently

Performance Metrics (KPIs)

• Time-to-hire: ≤ 10 business days per position
• Onboarding packet completion: 100% before start date
• Credentialing tracker accuracy: ≥ 98%
• Weekly HR report: Submitted every Friday by 3 PM EST
• Compliance management: Zero expired or missing documents
• Internal response time: < 10 minutes during work hours

Ideal Candidate

Friendly, courteous, and professional

• Strong initiative and ability to self-manage
• Extremely organized with excellent follow-through
• Thrives in a fast-paced pediatric clinic environment
• Committed to accuracy, timeliness, and efficiency

Benefits:
• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.