HR Admin Assistant InternAt — Next Freight Inc

As an HR Admin Assistant Intern, you will support various HR functions to help ensure smooth
operations within the HR department. Your responsibilities will include the following key areas:
1. Recruitment Support
o Assist in posting job openings for drivers and other roles within the company.
o Help screen resumes and applications for potential candidates.
o Schedule interviews and coordinate with hiring managers.
o Conduct initial communication with candidates (e.g., answering questions about job roles
and company policies).
2. Personnel File Management
o Help organize, maintain, and update personnel files for all employees, ensuring
compliance with company policies and legal requirements.
o Ensure that all required documentation is filed for non-driver employees and commercial
drivers, including Driver Qualification Files (DQF) for drivers (FMCSA compliance).
o Ensure that all required documentation, including drug and alcohol test records for
drivers, is up-to-date and filed correctly.
o Monitor expiration dates for certifications (e.g., medical exams, background checks, drug
tests) and assist in tracking renewals.
3. Document Compliance and HR Records
o Ensure all required documents are collected and maintained for new hires (e.g.,
identification, employment authorization, tax forms, and signed company policies).
o Help verify that Drug and Alcohol Testing records for drivers are maintained in
accordance with FMCSA regulations.
o Assist in maintaining and organizing employee employment contracts, benefit elections,
and policy acknowledgment forms.

4. Onboarding and Offboarding
o Support the onboarding process by ensuring all relevant documents are filed in the
personnel file for new hires.
o For departing employees, ensure that all company property is returned and that exit forms
and necessary documentation are filed.
5. Safety & Compliance Documentation
o Maintain safety records in the personnel file, including training certificates, safety
violations, and any related documentation.
o Ensure FMCSA-required documents (e.g., drug and alcohol test results, medical
certifications) are filed appropriately in the Driver Qualification Files (DQF) for drivers.
o Track and update required safety training certifications for employees, ensuring
compliance with internal and regulatory standards.
o Assist in Scheduling of Safety Trainings by Department
6. Employee Records Review
o Periodically review personnel files to ensure all information is current and compliant with
legal requirements.
o Assist in preparing for internal audits and compliance inspections by ensuring personnel
files are well-organized and complete.

Training:

The training the student will receive to facilitate learning outcomes will be that of having an initial mandatory orientation to familiarize with what the position requires and how we apply it here in the industry we are in as we have a mix of employees ranging from clerical to commercial drivers. We will have weekly scheduled meetings to go over tasks we have set from the week prior. Through our HR program at the company we are able to also provide access to multitude of workshops and trainings the student will have access to via our company. We will provide real life scenarios to help assist in reviewing all information we have gone over a form overview.

Learning Outcome:

By the end of the academic internship, the student will be able to onboard employees whilst ensuring compliance in the process from application questions to interview questions. The student will be able to identify potential missing files in personnel file. The Student will be able to apply Company policy in conjunction with applicable State and Federal laws in any situations that arise from Disciplinary action to Payroll.