HR & Client Operations Specialist

SustainableHR PEO & Recruiting; Madison (WI); On-site; USD 55,000 - 65,000; Full time

Job summary

SustainableHR PEO & Recruiting is seeking an HR & Client Operations Specialist to provide administrative and operational support to our PEO client base. You will handle onboarding/offboarding, HRIS administration, benefits support, compliance coordination, and onsite office administration, collaborating with clients, employees, and vendors.

The role requires independent management of duties, prioritization of tasks, and escalation when needed, with a focus on smooth day-to-day operations and

Qualifications

• 1-3 years of experience in human resources, benefits, payroll, office administration, client service, PEO operations, or a related business environment.
• Experience working with multiple clients, employees, or business units is preferred.
• Associate's or bachelor's degree in human resources, business administration, or a related field preferred.

Responsibilities

• Serve as a primary administrator of the HR inbox and main phone line.
• Respond to routine HR, benefits, payroll, HRIS, and employment-related questions from clients and worksite employees.
• Provide general guidance regarding established policies, procedures, benefit programs, onboarding requirements, and routine employment practices.
• Research routine questions and determine whether the issue can be resolved independently or should be escalated to another team member.
• Assist with routine compliance administration including required training, labor law postings, employment documentation, and HRIS record maintenance.

Skills

HR experience

Benefits experience

Payroll experience

Office administration

Client service

PEO operations

Multi-client environment

Education

HR/Business degree

Tools

Microsoft Office

HRIS software

Payroll software

Monday.com

Job description

Compensation: 55-65k based on experience and level

Position Summary

The HR & Client Operations Specialist provides administrative and operational support to SustainableHR's PEO client base while helping ensure the smooth day-to-day operation of the office.

This role serves as a key point of contact between our internal team, client business owners, worksite employees, and benefit vendors. Primary responsibilities include client onboarding and offboarding, HRIS administration, benefits support, routine compliance coordination, employee and client support, and onsite office administration.

The position is expected to manage assigned responsibilities independently, prioritize competing needs, resolve routine issues within established procedures, and recognize when matters should be escalated to an HR Business Partner, payroll specialist, or company leadership.

Key Responsibilities

Client & HR Support

• Serve as a primary administrator of the HR inbox and main phone line.
• Respond to routine HR, benefits, payroll, HRIS, and employment-related questions from clients and worksite employees.
• Provide general guidance regarding established policies, procedures, benefit programs, onboarding requirements, and routine employment practices.
• Research routine questions and determine whether the issue can be resolved independently or should be escalated to another team member.
• Assist with routine compliance administration including required training, labor law postings, employment documentation, and HRIS record maintenance.
• Ensure current forms, notices, policies, and other client documents are maintained within the HRIS.
• Identify potential documentation or compliance issues and bring them to the attention of the appropriate team member.

Client Onboarding & Offboarding

• Coordinate new client onboarding activities using Monday.com and other internal systems.
• Maintain implementation timelines, track outstanding items, and communicate progress to clients and internal team members.
• Coordinate the onboarding of new client companies and worksite employees into the HRIS, payroll, and benefits systems.
• Set up employee profiles and coordinate required employment documentation, including Forms W-4 and I-9 and employment eligibility verification.
• Review employee and client setup information for completeness and accuracy.
• Follow up with clients and employees regarding missing or incomplete information.
• Coordinate client and employee offboarding activities, including HRIS updates, employee terminations, and related documentation.
• Work with payroll to coordinate final-pay information when needed.
• Send required employee separation notices and assist with unemployment claim documentation.
• Escalate unusual or higher-risk separation matters to an HR Business Partner or other appropriate team member.

Benefits Support

• Serve as a first point of contact for worksite employees with routine questions regarding benefit eligibility, enrollment, elections, and qualifying life events.
• Assist employees with benefit enrollment and troubleshoot routine enrollment or eligibility issues.
• Work with benefit carriers, brokers, vendors, clients, and internal team members to resolve benefit discrepancies.
• Create and maintain client benefit summary materials and employee communications.
• Assist with benefits data management and reconciliation between payroll, HRIS, enrollment, and carrier systems.
• Coordinate COBRA notices, elections, payments, participant changes, and terminations.
• Identify benefit issues that require additional review and expedite them appropriately.
• Provide backup support to benefits and payroll processing teams as needed.

HRIS & Data Administration

• Maintain accurate employee and client information within the HRIS.
• Process routine changes to employee demographic information, employment status, compensation, benefit eligibility, and other HR-related data.
• Review records and documentation for accuracy and completeness.
• Assist clients and employees with routine HRIS navigation and system questions.
• Troubleshoot basic HRIS issues and coordinate additional support when necessary.
• Identify recurring administrative or system issues and recommend practical improvements.

Client & Operational Support

• Independently manage assigned tasks, deadlines, and client requests within established procedures.
• Prioritize work based on urgency, client needs, compliance considerations, and internal deadlines.
• Research and resolve routine operational issues and determine when additional support is needed.
• Assist with improving internal procedures, forms, workflows, and client-service processes.
• Maintain documentation and standard operating procedures for assigned responsibilities.
• Support special projects and client initiatives as assigned.

Office Administration & Onsite Operations

• Maintain a consistent onsite presence to support daily office operations, employees, visitors, and vendors.
• Sort, distribute, and process incoming and outgoing mail, packages, and time-sensitive deliveries.
• Receive, route, track, and securely handle checks and confidential business documents in accordance with established procedures.
• Coordinate routine office services including building access, maintenance requests, garbage and recycling services, and vendor visits.
• Manage office and kitchen supplies and place replenishment orders as needed.
• Assist with ordering company-branded materials and promotional items.
• Coordinate catering, room setup, and other logistics for meetings, trainings, employee events, and client visits.
• Keep shared office spaces organized, professional, and ready for daily use.
• Assist with other administrative and operational responsibilities as assigned.

Qualifications & Skills

Experience

• 1-3 years of experience in human resources, benefits, payroll, office administration, client service, PEO operations, or a related business environment.
• Experience working with multiple clients, employees, or business units is preferred.

Education

• Associate's or bachelor's degree in human resources, business administration, or a related field preferred.
• Equivalent relevant professional experience will be considered.

Technical Skills

• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with HRIS, payroll, benefits, or workforce-management software.
• Ability to learn and work within multiple systems and technology platforms.
• Experience with Monday.com or a similar project-management platform is a plus.

Core Competencies

• Demonstrates initiative and accountability by managing assigned responsibilities and following through on commitments.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Ability to resolve routine issues independently while recognizing when escalation is appropriate.
• Detail-oriented, accurate, and dependable.
• Strong problem-solving and follow-up skills.
• High level of discretion and professionalism when handling confidential employee and client information.
• Strong verbal and written communication skills.
• Ability to provide professional and responsive client service.
• Comfortable working in a fast-paced, multi-client environment.
• Regular and reliable attendance is required.

Working Conditions

• This is an office-based role requiring an onsite presence five days per week for business needs, office coverage, meetings, client support, and events.
• Periodic additional hours may be required during client implementations, benefit enrollment periods, payroll deadlines, or other peak business periods.