US Operations executive

Generis Tek Staffing; Pune District; On-site; INR 400,000 - 600,000; Full time

Job summary

Generis Tek Staffing is seeking a US Operations Executive in Pune’s Kalyani Nagar for a night US shift. You will oversee onboarding paperwork, compliance, and payroll coordination across states, ensuring accurate data entry and document accuracy.

Key duties include coordinating W-4/I-9 processing, E-Verify compliance, timekeeping, expense reimbursements, and audit readiness with client teams and accounting.

Qualifications

• 1-3 years of active experience in human resources operations, onboarding coordination, or back-office staffing management.
• Experience handling travel healthcare, per-diem medical, or IT staff augmentation workflows.
• Strong working knowledge of Department of Labor regulations and DHS compliance rules.

Responsibilities

• Paperwork initiation, processing & lifecycle management for onboarding.
• Multi-state regulatory onboarding, payroll cycles, E-Verify, and reporting.
• Dual-cycle payroll support, timesheet validation, expense reimbursements, and accounting hand-off.

Skills

Attention to detail

Communication

Data entry

Regulatory literacy

Education

Bachelor’s degree

Tools

Jobdiva

Quikbooks

SAP Fieldglass

Beeline

Microsoft Excel

Job description

Job Title: US Operations executive.

Location: Kalyani Nagar, Pune

Working hours: 7:00 PM to 5:00 AM IST (USA shift)

Job description

Role Overview

The US Staffing Operations Executive (1-3 years of experience) in the IT, Professional, and Healthcare sectors oversees the complete post‑offer candidate onboarding and compliance. This role acts as the primary driver for candidate document processing, data entry, and multi‑state compliance. They bridge the gap between field talent, client managers, and corporate accounting by managing weekly and bi‑weekly payroll, onboarding paperwork, multi‑state verification rules (including E‑Verify and vaccinations), expense management, and insurance audit readiness.

Key Responsibilities

1. Paperwork Initiation, Processing & Lifecycle Management

• Document Package Initiation: Generate and distribute comprehensive digital onboarding packages tailored to specific client needs and state jurisdictions.
• Candidate Response Management: Act as the direct point of contact for candidate queries regarding paperwork, reviewing all submitted documents for accuracy and completeness.
• Data Integration: Extract info from finished forms (like W‑4s and I‑9s) and enter it directly into central HR databases and applicant tracking systems.

2. Multi‑State Regulatory Compliance

• State‑Specific Onboarding: Adhere to varying state regulations regarding mandatory payroll cycles, pay transparency laws, and workplace disclosures.
• Targeted E‑Verify Mandates: Run required electronic eligibility audits using the federal E‑Verify System, enforcing mandatory private‑sector rules in strict states like Florida, Georgia, and Indiana.
• State Reporting Compliance: Execute state‑mandated new hire reporting protocols within each state’s required legal timeframe.

3. Dual‑Cycle Payroll & Expense Management

• Multi‑Cycle Payroll Support: Collect, audit, and process weekly and bi‑weekly timesheets for diverse project contractors across technical, professional, and healthcare domains.
• Hours Reconciliation: Drive client project managers to approve recorded hours, cross‑referencing data within Vendor Management Systems (VMS) like SAP Fieldglass and Beeline.
• Expense & Stipend Administration: Review, approve, and process travel stipends, per‑demis, and professional expense reimbursements in compliance with corporate policies and client‑specific agreements.
• Accounting Hand‑off: Compile and format error‑free approved hours and expense logs to transition directly to corporate accounting for invoice generation.

4. Advanced Candidate Screening & Healthcare Logistics

• Background Check Coordination: Oversee the scheduling, tracking, and evaluation of criminal background checks and drug screenings based on specific client service agreements.
• Healthcare Compliance & Vaccinations: Track, verify, and maintain digital records of candidate clinical requirements, including titers, physical exams, and required healthcare vaccinations.

5. Insurance, Risk & Audit Management

• Certificates of Insurance (COI): Request, track, and maintain valid client and vendor insurance certificates to fulfill contractual requirements.
• Workers Compensation Audit Support: Classify working contractors under correct National Council on Compensation Insurance (NCCI) codes to minimize premium exposure.
• Audit Preparation: Organize quarterly payroll summaries, federal 941 reports, and individual earnings records for annual corporate workers’ compensation insurance audits.

Role Specifications & Tools

Software and Technology Proficiency

• Applicant Tracking & CRM Systems: Advanced functional knowledge of staffing platforms like Jobdiva to monitor onboarding milestones and track clinical documentation.
• Time Tracking Software: Practical experience with workforce timekeeping modules such as Jobdiva and Quikbooks.
• Data Auditing Tools: Mastery of Microsoft Excel functions (including VLOOKUPs, XLOOKUPs, and Pivot Tables) to run internal billing audits and flag mismatched hours quickly.

Preferred Education & Experience

• Professional Background: 1‑3 years of active experience in human resources operations, onboarding coordination, or back‑office staffing management.
• Industry Focus: Prior experience explicitly handling operational steps for travel healthcare, per‑diem medical, or IT staff augmentation models.
• Regulatory Literacy: Strong working familiarity with Department of Labor regulations and Department of Homeland Security (DHS) compliance rules.
• Education: Bachelor’s degree is nice to have.