HR Operations Coordinator

clubpilatesmissionviejo; Costa Mesa (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Riser Fitness in Costa Mesa, CA is seeking an HR Operations Coordinator to manage daily employee lifecycle transactions within Rippling, from onboarding through offboarding. The role triages the HR inbox, maintains accurate personnel files, and coordinates between Talent Acquisition and Payroll to keep processes on schedule.

You'll handle paperwork, verify I‑9s and tax forms, and ensure timely updates to records while protecting confidentiality in a fast-paced, multi-location environment.

Qualifications

• 2+ years of HR/administration experience.
• Experience with Rippling or a comparable HRIS.
• Detail-oriented with strong data entry skills.
• Excellent written and verbal communication.
• Ability to handle confidential employee information.

Responsibilities

• Process onboarding paperwork and system setup from offer to Day 1.
• Enter and update new hire records in Rippling with accuracy.
• Collect and verify I-9s, tax forms, and eligibility paperwork.
• Send onboarding communications and ensure timely completion.
• Triage the shared HR inbox and route requests to the correct owner.
• Process LOA requests and related paperwork.
• Handle offboarding paperwork and deactivation of access.
• Maintain audit-ready personnel files and records.
• Coordinate with Payroll/Benefits to ensure proper changes.
• Keep trackers up to date and support the HR Operations Manager.

Skills

HR administration

Data entry

Onboarding

Communication

Confidentiality

Tools

Rippling

HRIS

Job description

Position Summary

We're looking for an HR Operations Coordinator to handle the day-to-day processing of employee lifecycle transactions for Riser Fitness, including onboarding, employee changes, leave of absence administration, and offboarding. This is a hands-on administrative role: you'll enter records, collect and verify paperwork, process changes in Rippling, triage the shared HR inbox, and keep employee files organized and accurate from a new hire's first day through their last. You'll take direction from the HR Operations Manager and work alongside Talent Acquisition and Payroll to keep every transaction moving on time.

Core Responsibilities

Onboarding

• Process new hire onboarding paperwork and system setup, from offer acceptance through Day 1
• Enter and update new hire records in Rippling, including personal information, compensation, and job details, as directed by the HR Operations Manager
• Collect and verify new hire documentation, including I-9s, tax forms, and employment eligibility paperwork
• Send new hire paperwork and welcome communications, and follow up to make sure everything is completed on time
• Request system and platform access (Rippling, email, and studio-level tools) and coordinate equipment issuance for new hires ahead of their start date

Employee Changes

• Process pay, title, position, and location changes in Rippling as directed by the HR Operations Manager
• Prepare and send change paperwork (offer letters, addendums, notices) and confirm employee acknowledgment
• Update personnel records to reflect approved changes and confirm accuracy against source approvals
• Route compensation or classification changes to Payroll and confirm they land in the correct pay cycle

Leave of Absence (LOA) Administration

• Process leave of absence requests and paperwork, including FMLA, state-mandated leave, and personal/medical leave
• Track LOA dates, required certifications, and deadlines, and follow up with employees and managers on outstanding documentation
• Update Rippling records to reflect leave status, and route leave-related pay and benefits changes to Payroll and Benefits
• Send leave-related communications, including approval notices and return-to-work confirmations
• Maintain the LOA tracker and flag upcoming leave starts, returns, or expirations to the HR Operations Manager

Offboarding

• Process offboarding paperwork and checklist items for departing employees, including exit documentation
• Deactivate system and platform access and confirm return of company equipment on or before the last day
• Coordinate with Payroll to ensure final pay and benefits cessation details are handed off accurately
• Update personnel records to reflect termination details and rehire eligibility as directed

HR Inbox Triage

• Monitor the shared HR inbox and triage incoming requests, routing each to the correct owner (Payroll, Benefits, HR Operations Manager, or self)
• Respond directly to routine employee and manager questions on lifecycle, LOA, and general HR topics, escalating anything unclear
• Track inbox turnaround and flag aging or unresolved requests
• Keep saved replies and inbox documentation up to date so responses stay consistent and on time

Records & Compliance

• Keep personnel files organized, complete, and audit-ready across all lifecycle stages
• Track checklist completion for onboarding, changes, LOA, and offboarding, and flag outstanding items
• Assist with I-9 re-verification and other compliance paperwork as deadlines come up

General

• Answer routine employee and manager questions on lifecycle transaction status, escalating anything unclear to the HR Operations Manager
• Keep lifecycle trackers and shared documentation up to date
• Provide general administrative support to the HR Operations Manager as needed

Required Qualifications

• 2+ years of experience in HR, HR administration, or a related field preferred
• Experience with Rippling or a comparable HRIS platform preferred
• Comfortable with data entry and processing multiple employee transactions at once without missing deadlines
• Clear written and verbal communication, especially with employees during onboarding, changes, LOA, and offboarding
• Ability to handle confidential employee information with discretion

Preferred Qualifications

• Familiarity with I-9 and employment eligibility verification requirements
• Familiarity with leave of absence administration, including FMLA and state leave programs
• Experience supporting employee lifecycle transactions in a multi-location or multi-unit environment
• Comfortable following established checklists and processes in a fast-paced environment