US Payroll Operations

Academian India; Pune District; Hybrid; INR 900,000 - 1,200,000; Full time

Job summary

Academian India is seeking a detail-oriented US HR Operations & Benefits Specialist to manage onboarding, payroll coordination, and benefits for US-based employees. Based in Pune, you will handle I-9, W-4, and compliance tasks, and coordinate with Paylocity and vendors.

The role emphasizes accuracy, confidentiality, and timely processing of pre-onboarding, leave administration, and benefits enrollment, with collaboration across HR, IT, and finance to ensure a smooth employee experience.

Qualifications

• Bachelor's degree in HR, business or related field.
• 3–5 years of HR operations experience, US-based preferred.
• Experience with Paylocity or similar HRIS/payroll systems.

Responsibilities

• Oversee pre-onboarding and onboarding for US hires, ensuring joining formalities are completed.
• Manage leave and attendance in compliance with policies and regulations.
• Coordinate end-to-end US payroll using Paylocity and verify payroll inputs.
• Administer and communicate employee benefits and enrollment timelines.
• Audit contractor and vendor invoices, ensuring accuracy and controls.

Skills

US HR ops

Payroll processing

Onboarding

Leave & attendance

Benefits administration

Vendor coordination

Education

Bachelor's degree

Tools

Paylocity

HRIS

ADP

Job description

US HR Operations & Benefits Specialist

Location: Pune
Role: US Payroll Operations
Experience: 3-5 years (preferred)

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.