HR Operations Specialist

About the role

The HR Operations Specialist supports the accurate, responsive, and consistent delivery of day-to-day HR operations. Success in this role requires learning fast, exceptional attention to detail, sound judgment, discretion, strong organizational skills, adaptability, and the skills to manage a high volume of time-sensitive work in a fast-paced environment. This role offers opportunities to take on increasing responsibility as skills and tenure develop.

Responsibilities

• Prepares and issues approved administrative job offers using approved templates
• Reviews and processes Personnel Action Forms (PAFs) for Admin staff, checking all personnel actions for required approvals, documentation, effective dates, and payroll timing
• Assists with processing background checks, maintains required documentation, and escalates exceptions
• Coordinates equipment issuance and return with IT, hiring managers, and employees for hires, transfers, and separations
• Supports offboarding and other employee lifecycle changes, including documentation, exit interviews, system updates, and records maintenance
• Monitors the shared HR inbox, provides timely and accurate responses, and routes complex or sensitive matters to the appropriate HR team member
• Provides first-level support to employees and managers on HR policies, procedures, forms, and systems
• Maintains and updates HR content on the company intranet, The Airway, including forms and policies
• Provides backup support for onboarding, new-hire training, and performance management as needed
• Creates and organizes standard operating procedures, checklists, templates, and other HR documentation
• Assists with planning and coordinating employee engagement activities and events
• Processes incoming and outgoing HR mail while onsite, including scanning, routing, and securely filing confidential correspondence
• Supports other HR administrative projects as assigned, including but not limited to organizational changes, employee-data updates, and compliance activities

Qualifications

• Three years of experience in HR administration or HR operations roles
• High school diploma or GED required; Bachelor's degree in Human Resources, Business Administration, or a related field strongly preferred
• At least two years' experience using an HRIS system; Paycom experience strongly preferred
• Working knowledge of HR practices, company policies and procedures, recordkeeping requirements, and confidential handling of employee information
• Proficient in Microsoft Office (Outlook, Word, Excel) and general computer applications, with the ability to type accurately and efficiently to manage a high volume of email and documentation
• Demonstrated ability to quickly master new systems and processes, with strong potential for growth into more advanced HR responsibilities over time
• Strong organizational skills, attention to detail, and the ability to manage competing deadlines in a fast-paced environment
• Excellent written and verbal communication skills and the ability to interact professionally with employees, managers, and leaders at all levels
• Ability to exercise discretion and maintain confidentiality when handling sensitive employee information
• Highly task-oriented and customer focused, with a strong sense of ownership and a demonstrated commitment to follow-through, accuracy, and attention to detail
• Proactive and willing to take initiative; a fast learner and quick thinker who applies sound judgment in a fast-paced environment
• Highly organized, with effective time-management and prioritization skills and the ability to manage competing deadlines
• Excellent people and communication skills, with the ability to communicate professionally and at a high level by email, chat, and verbally with employees, managers, and leaders
• Ability to quickly learn Solairus processes, systems, terminology, and culture while demonstrating discretion, collaboration, professionalism, and confidentiality
• Reliable transportation to commute to the Petaluma office at least three days per week