# Training & HR SOP Specialist

**Company:** [Virtual Assist](https://jobs.workable.com/companies/3QZ68BGcxcSiMisP4zda5n.md)
**Location:** Remote
**Workplace:** remote
**Employment type:** Part-time

[Apply for this job](https://jobs.workable.com/view/0ae3355b-1d96-4d69-a056-48a06295ecf4)

## 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.

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-   Identify overlapping, duplicate, outdated, and conflicting content, and flag it for review.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-   Archive retired materials so outdated versions are no longer in circulation.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