Human Resources Operations Administrator

Description

Company: LiveTrends Design Group 

Position Title: Human Resources Operations Administrator (Full-Time)
Reports To: Director of Human Resources

FLSA Status:  Exempt (Salaried)

This position is an individual contributor with no direct reports

Position Summary

The Human Resources Operations Administrator supports the full employee lifecycle by managing HR processes, drives Workers Compensation workstreams, maintaining HR systems, payroll, and data accuracy, administering leave programs (including FMLA), and coordinating benefits and HR programs. This role ensures compliance with federal and state regulations, delivers timely and accurate HR support, and contributes to a positive employee experience. The ideal candidate is detail-oriented, tech-savvy, organized, and passionate about helping employees navigate HR programs with clarity and care. This role requires strong attention to detail and plays a key part in the day-to-day HR function by supporting employees, assisting managers, and maintaining the integrity of HR processes across all locations.

  Key Responsibilities - HRIS & Data Management (HRIS Administration)

• Maintain the HRIS system (e.g., Paylocity), ensuring data integrity, employee file accuracy, and timely updates.
• Prepare HR documents, including offer letters, employment contracts, disciplinary notices, and termination paperwork.
• Support the administration of employee lifecycle events (new hires, promotions, transfers, separations).
• Process employee changes such as new hires, terminations, promotions, department, manager, and compensation updates.
• Generate scheduled and ad-hoc HRIS reports, support audits, compliance reporting, and internal dashboards.
• Troubleshoot HRIS issues and coordinate with HRIS support as needed. 

Payroll & Benefits Support

• Manages the bi-weekly payroll process and supports payroll preparation by collecting and verifying timesheets, attendance records, and PTO requests.
• Provide employees with information about benefits, leave programs, and enrollment processes.
• Administer benefits, including open enrollment, eligibility tracking, and vendor communications.
• Process benefit enrollments, changes, and terminations within HRIS and carrier systems.
• Assist employees with benefits questions, coverage details, and enrollment troubleshooting.
• Coordinate open enrollment activities, communications, and audits.
• Reconcile benefits enrollment discrepancies with carriers and payroll. 

Benefits Reconciliation

• Compares monthly invoices from medical carriers against the employee census to identify discrepancies in enrollment, coverage levels, and billed amounts.
• Reconciles the financial impact of any discrepancies identified and works directly with medical carriers to correct billing errors and resolve outstanding differences.
• Partners with the Accounting team to itemize and quantify required financial reconciliations, ensuring accurate reporting of benefit-related costs.

Onboarding & Offboarding

• Coordinate new hire paperwork, background checks, and orientation materials.
• Ensure a smooth onboarding experience by preparing employee files, equipment requests, and training schedules.
• Support offboarding processes, including final payroll tasks and documenting the collection of company property.

Compliance & Policy Support

• Ensure HR practices comply with federal, state, and local labor laws.
• Maintain I-9 records and assist with E-Verify compliance and audits.
• Support audits, reporting, and preparation of compliance documentation.
• Maintain and improve HR process documentation, SOPs, and workflows.
• Manage the company’s EEO-1 filing and OSHA filing.
• Manage the Workers Compensation process including the preparation of Wage Statements, auditing investigation findings, and working with our WC insurance carrier.

Employee Support

• Serve as a reliable point of contact for employees regarding HR-related questions (payroll, policies, benefits, and general inquiries).
• Direct employees to appropriate resources or escalate issues as needed.
• Respond to inquiries regarding policies, procedures, benefits, HRIS use, and general HR support.

HR Operations & Reporting

• Generate HR reports on headcount, turnover, PTO usage, and other workforce metrics.
• Support HR projects including employee engagement surveys, recognition programs, and training coordination.
• Assist with employee communications, announcements, and HR-related updates.

Requirements

Required Qualifications

• Bi-lingual in Spanish and English.
• Excellent organizational skills with strong attention to detail.
• 3+ years of HR or administrative experience required.
• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Experience administering FMLA or employee leave programs.
• Strong working knowledge of HR systems (Paylocity, E-Verify, etc.).
• Understands HR compliance requirements (FMLA, ADA, PWFA, EEO, I-9, etc.).
• High attention to detail, accuracy, and confidentiality.
• Excellent skill in organizing data, processes, and documentation.
• Strong communication skills and customer-service mindset.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Preferred Qualifications

• Experience supporting benefits administration.
• Experience improving HR workflows, processes, or automations.
• Intermediate Excel (VLOOKUP, pivot tables, graphs & charts) and reporting skills.

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Ability to lift up to 20 lbs., as needed (for files/materials/incoming deliveries, etc.)