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Training & HR SOP Specialist
Virtual Assist. Inventory existing training materials across departments and locations .
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in organizing and managing training materials and SOP documentation, with a strong focus on clarity, compliance, and project management. Proficient in utilizing tools for documentation, research, and project tracking while maintaining confidentiality and professionalism.
Highest-signal resume keywords
Experience Creating SOPsProficiency With Google WorkspaceStrong Editing And Proofreading SkillsProject Management ExperienceFamiliarity With US Employment Law
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
SOP DocumentationTraining Manual DevelopmentResearch SkillsContent SimplificationProject PlanningFlowchart CreationCurriculum DevelopmentVersion ControlContent FormattingAttention To Detail
Soft Skills
Strong Follow-Up SkillsProfessionalismDiscretionIndependent Project ManagementCommunication Skills
Tools & Technologies
Google SheetsMicrosoft ExcelAsanaTrelloCanvaLucidchartTrainualNotionConfluenceSharePoint
Industry Keywords
HR ProcessesOnboardingPerformance ManagementComplianceState-Specific RequirementsEmployee HandbooksTechnical WritingConfidential Information HandlingProject Management ToolsTraining Coordination
About the role
Key responsibilities & impact- Inventory existing training materials across departments and locations
- Build and maintain a master training tracker in Excel or Google Sheets
- Identify overlapping, duplicate, outdated, and conflicting content
- Merge duplicate materials into approved versions
- Rewrite and reformat content using plain language, clear headings, numbered steps, and checklists
- Organize training materials by role, department, and onboarding stage
- Create templates and formatting standards for training materials
- Develop quick-reference guides, job aids, and one-page summaries
- Establish file-naming, folder structure, and version-control systems
- Route revised materials for subject-matter expert and manager review and track sign-offs
- Archive retired materials
- Review the HR SOP manual across hiring, onboarding, payroll, timekeeping, leave, benefits, performance, discipline, and offboarding
- Identify state-specific requirements and terminology
- Build a state-by-state policy reference matrix
- Flag legal language, outdated references, and potential compliance gaps
- Rewrite procedures in plain language and define owners, timelines, forms, and approval points
- Add flowcharts, checklists, and examples
- Identify missing procedures, steps, forms, and unanswered questions
- Gather information through interviews and official government and state labor sources
- Maintain a gap log and track resolutions
- Assemble the completed SOP booklet with a consistent format, table of contents, glossary, and revision history
- Establish a process for keeping the manual current
- Create and manage project plans with milestones and deadlines
- Schedule review meetings and track action items
- Follow up on outstanding information, approvals, and feedback
- Provide weekly progress updates
- Maintain organized, secure files
- Handle confidential HR and employee information
- Recommend improvements to training and SOP processes
- Assist with related administrative and special projects
Requirements
What you’ll need- 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
- No educational credential is explicitly required
Benefits
Comp & perks- work-from-home opportunity
- Supportive and collaborative work environment
- Paid training