Human Resources Operations Specialist

Job Summary:

The HR Operations Specialist is responsible in providing administrative and operational support to ensure efficient day-to-day business operations for a U.S. based client. The role manages administrative workflows, documentation, task tracking, recruitment coordination, employee records, onboarding/offboarding activities, payroll support, and vendor administration while maintaining confidentiality and accuracy.

Job Description:

• Manage shared mailboxes by triaging, routing, filing, and responding to routine inquiries using established procedures.

• Maintain task trackers, Microsoft Planner boards, recurring workflows, and status reports to ensure timely completion of operational activities.

• Support calendar coordination, meeting preparation, documentation, and follow-up action tracking.

• Maintain accurate SOPs, knowledge documents, and process documentation using Microsoft Loop and other client systems.

• Support recruitment activities by maintaining job postings, tracking applicants, scheduling interviews, and preparing interview materials.

• Coordinate candidate communication using approved templates and maintain accurate candidate pipeline records.

• Support hiring documentation and administrative recruitment processes.

• Coordinate onboarding and offboarding processes, including documentation collection, account provisioning requests, and checklist completion.

• Maintain employee records, compliance documentation, certifications, training acknowledgments, and policy-related files.

• Track compliance deadlines and escalate missing requirements as needed.

• Assist with payroll data entry, including hours, PTO, and employee documentation updates.

• Maintain benefits records, reconcile payroll-related information, and support invoice/documentation processing.

• Identify discrepancies and coordinate resolution with relevant stakeholders.

• Maintain vendor records, renewal calendars, software subscriptions, licenses, and administrative access documentation.

• Support vendor coordination and ensure records remain accurate and updated.

• Maintain confidentiality when handling business and employee information.

Qualifications:

• Demonstrates strong organizational skills with ability to manage multiple priorities and deadlines.

• Demonstrates strong attention to detail and follow-through.

• Demonstrates strong organization and follow-through, with the discipline to close loops rather than leave items open.

• Proven ability to handle confidential employee and business information.

• Proven ability to work from written SOPs after training, with sound judgment about when to escalate.

• Proven discretion handling confidential personnel and business information.

• Reliable availability during US Pacific business hours.

• Clear and coherent both written and verbal communication skills in English.

Screening Criteria:

• Bachelor's degree in Administration, Business, Human Resources, or related field.

• Minimum of three (3) years of experience in administrative, operations, or HR support roles.

• Experience in Microsoft 365 tools, including Outlook, Planner, Teams, SharePoint, and Loop.

• Must have stable employment history.