US HR Operations & Benefits Specialist
Location:
Role Overview
We are looking for a detail-oriented and proactive US HR Operations & Benefits Specialist to manage and support our US-based employees. The role will be responsible for pre-onboarding and onboarding formalities, employee documentation and statutory compliance coordination, leave and attendance administration, payroll processing coordination through Paylocity, and benefits administration.
The ideal candidate should have a sound understanding of US employment documentation, payroll practices, employee benefits, and applicable federal and state employment requirements.
Key Responsibilities:
1. Pre-Onboarding & Onboarding
- Manage pre-onboarding activities for new US hires, ensuring timely completion of all joining formalities.
- Coordinate collection, verification, and maintenance of employee documentation, including Form I-9, W-4, and other relevant employment paperwork.
- Coordinate the I-9 employment eligibility verification process within prescribed timelines, including E-Verify requirements wherever applicable.
- Ensure accurate employee data entry and documentation in the HRIS/payroll system.
- Coordinate background verification, drug screening, and other pre-employment requirements.
- Facilitate a smooth onboarding experience by coordinating with employees, hiring managers, IT, and other internal stakeholders.
- Maintain employee personnel files and ensure appropriate documentation and record retention.
2. Leave & Attendance Management
- Administer employee leave and attendance processes in accordance with company policies and applicable federal and state regulations.
- Maintain and monitor employee leave balances, accruals, utilization, and carry-forward records.
- Coordinate and track leave requests, including PTO, sick leave, bereavement, parental leave, FMLA, and other applicable leaves.
- Ensure accurate attendance and leave records and timely updates in the HRIS/payroll system.
- Respond to employee queries relating to leave policies, eligibility, balances, and attendance.
3. Payroll Administration Paylocity
- Coordinate and support the end-to-end payroll process for US employees using Paylocity.
- Ensure timely and accurate submission of payroll inputs, including new hires, exits, salary changes, deductions, leave adjustments, and other payroll-related changes.
- Validate payroll data and coordinate resolution of discrepancies with the payroll provider and internal stakeholders.
- Coordinate payroll processing timelines, review payroll reports, and ensure timely closure of payroll activities.
- Support employee queries relating to payslips, tax deductions, payroll adjustments, and year-end tax documentation.
- Maintain accurate payroll records and ensure confidentiality of employee compensation information.
4. Benefits Administration
- Coordinate administration of employee benefits, including medical, dental, vision, retirement/401(k), and other applicable benefits.
- Facilitate employee enrollment, changes, and termination of benefits in coordination with the benefits provider and Paylocity.
- Support new hire benefits enrollment and communicate applicable enrollment timelines and requirements.
- Coordinate annual open enrollment activities and employee communication.
- Address employee queries relating to benefits eligibility, coverage, enrollment, and claims coordination.
- Liaise with insurance brokers, benefits providers, and internal stakeholders to resolve benefits-related issues.
5. Internal Controls, Vendor & Contractor Invoice Audit
- Review and audit contractor and vendor invoices to ensure accuracy, completeness, and adherence to agreed contractual terms and commercial arrangements.
- Verify invoices against approved timesheets, attendance records, work orders, purchase orders, and applicable supporting documentation.
- Validate billing rates, hours billed, payment terms, and other contractual commitments before processing invoices for payment.
- Identify discrepancies, duplicate billing, unauthorized charges, or deviations from agreed terms and coordinate timely resolution with relevant stakeholders.
- Ensure adherence to established internal financial controls, approval matrices, and invoice processing procedures.
- Maintain appropriate audit trails and supporting documentation for contractor and vendor payments.
- Coordinate with Finance, Procurement, HR, and business stakeholders during internal and external audits.
- Recommend improvements to invoice verification processes and internal controls to minimize errors, financial leakage, and compliance risks.
Desired Skills & Competencies
- Good understanding of US HR operations and employment practices.
- Hands-on experience with US onboarding documentation, particularly I-9 and W-4.
- Working knowledge of US payroll processes and hands-on experience with Paylocity would be an advantage.
- Understanding of US leave administration, including PTO, FMLA, and state-specific leave requirements.
- Exposure to US employee benefits administration, including health insurance and 401(k).
- Strong coordination, communication, and employee service orientation.
- Excellent attention to detail and ability to maintain accurate employee records.
- Ability to manage confidential employee information with discretion.
- Strong organizational skills and ability to manage multiple priorities and deadlines.
Educational Qualification & Experience
- Bachelor's degree in Human Resources, Business Administration, or a related discipline.
- 3-5 years of experience in HR Operations, preferably supporting US-based employees.
- Prior experience working with US HRIS/payroll platforms such as Paylocity, ADP, or similar systems.
