Training & HR SOP Specialist

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.

Requirements

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• Identify overlapping, duplicate, outdated, and conflicting content, and flag it for review.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• Archive retired materials so outdated versions are no longer in circulation.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.

Note: This role organizes, simplifies, and flags compliance questions. It does not provide legal advice; final legal review and approval remain with HR leadership and legal counsel.

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 & Skills

Required & Preferred

• 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

Why Join Us?

• 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)

Benefits

• Paid training