People Operations Coordinator

Client Engagement & Relationship Management

• Serve as the People Operations contact for assigned client accounts.
• Lead and facilitate regularly scheduled client meetings, following structured agendas and ensuring all open HR Ops items are addressed and tracked to resolution.
• Proactively identify HR risks or service gaps and escalate appropriately to leadership.

New Client Implementation

• Partner with the People Operations Manager in new client HR Workflows & Communications planning meetings.
• Participate in all phases of client implementation, ensuring HR operational readiness.
• Develop and customize client-specific HR templates (offer letters, onboarding checklists, policy acknowledgments, termination notices, etc.).
• Oversee the collection and organization of existing client I-9 documentation; coordinate audit and transfer of records to active employee folders.
• Coordinate background check communication cadence, ensuring background check requirements are communicated prior to the HR Workflow meeting.

Employee Onboarding

• Send onboarding communications to client new hires, including welcome emails and new hire orientation (NHO) instructions.
• Enter and/or review new hire records transfer to HRIS, ensuring data accuracy across all required fields.
• Ensure required pre-employment and new hire paperwork (direct deposit forms, tax withholding elections, policy acknowledgments) is collected timely.
• Conduct FLSA assessments to determine exempt/non-exempt status for each new hire.
• Assess visa status for eligibility of tax treaty exemptions (F-1, J-1, M-1, Q-1, Q-2) and coordinate with relevant parties to obtain this information early in the process.
• Monitor and continuously improve the onboarding workflow, including evaluation of NHO software platforms and collaboration with the Benefits team on benefits orientation content.
• Coordinate new hire orientation scheduling and logistics, for client new hires.
• Ensure New-hires receive state-mandated notifications.
• Refresh the New Hire Orientation (NHO) deck annually or upon significant policy/benefit changes.

Employee Offboarding

• Develop and maintain process documentation for all termination types (voluntary and involuntary), leveraging the Melita knowledge base where applicable.
• Partner closely with the client HR team throughout the involuntary termination process; maintaining clear and timely communication at each step.
• Ensure compliant separation documentation is prepared and executed.
• Coordinate final pay information and confirm final paycheck issuance in accordance with applicable state law.
• Confirm benefits termination dates and coordinate any rollover or continuation elections.
• Complete and submit state unemployment insurance separation documentation (e.g., EDD forms).

HR Compliance

• Maintain and update HRIS home pages with current compliance-related information.
• Conduct semi-annual minimum wage audits and recommend corrective actions where applicable.
• Partner with Compliance Specialist to coordinate EEO-1-;VETS 4212, and California Pay Data reporting

Employee & Client Change Management

• Process and/or review employee data changes in ADP and Salesforce, including hire date corrections, manager updates, department transfers, and time & attendance adjustments.
• Remind employees of tax election requirements when relocating to a new state; coordinate updates accordingly.
• Assess and communicate benefits enrollment implications resulting from qualifying life events or employment status changes.
• Manage HR operational updates resulting from client legal company name changes or address changes (holiday schedules, NHO documentation, termination templates, etc.).

Employment Verification & Administrative Support

• Complete employment verification requests (VOEs) accurately and within SLA.
• Complete EDD unemployment claim forms and other state agency inquiries as assigned.
• Maintain organized, audit-ready employee and client records.

Oversight of HR Administrator (HRA) Service Delivery & Data Management

• Serve as the day-to-day liaison and escalation point for HRA staff supporting assigned clients.
• Learn and utilize our advance internal and external cloud-based software systems to support our clients and track work activities. Extensive use of Salesforce for our internal client management as well as a robust HR technology platform utilized by our clients.
• Identify, escalate, and resolve service delivery issues in partnership with leadership.

Required

• Bachelor’s degree in human resources, Business Administration, or a related field (or equivalent experience).
• 3+ years of HR operations, HR generalist, or HR services experience, preferably in a PEO, ASO, or HR outsourcing environment.
• Demonstrated hands-on experience with ADP Workforce Now / Paylocity / Rippling (or equivalent HRIS) for new hire entry, employee changes, and reporting.
• Working knowledge of employment compliance requirements: I-9/E-Verify, FLSA, FMLA, COBRA, EEO-1, and state-specific regulations.
• Strong client-facing communication skills with the ability to facilitate meetings, present data, and manage competing priorities across multiple client accounts.
• Proficiency in Microsoft Office Suite; comfort with HRIS systems.

Preferred

• Experience with Salesforce (SF) or similar CRM used in an HR context.
• PHR, SHRM-CP, or equivalent HR certification.