HR Operations Manager

ZipRecruiter; Chicago (IL); Remote; USD 100,000 - 115,000; Full time

Job summary

A leading recruitment platform is seeking an HR Operations Manager to oversee payroll and benefits administration. This role requires 5–8 years of progressive HR experience with a strong focus on compliance and employee support. The ideal candidate will work closely with the Chief HR Officer to ensure effective communication and a supportive workplace environment, with an expected salary range of $100k–$115k, including annual bonus eligibility.

Benefits

Tech Provided: HP laptop, monitor, printer

Monthly tech stipend of $120

Annual bonus eligibility

Qualifications

• Minimum 5–8 years of experience in payroll and benefits administration.
• Thorough understanding of compliance requirements such as ACA and HIPAA.
• Collaborative mindset, comfortable working with external vendors.

Responsibilities

• Run semi-monthly, multi-state payroll through ADP Workforce Now.
• Lead annual open enrollment and ensure compliance with regulations.
• Serve as the primary contact for leave policies and procedures.

Skills

ADP Workforce Now

Multi-state payroll processing

Microsoft Excel

Strong communication skills

Attention to detail

Problem-solving skills

Job description

The HR Operations Manager keeps our payroll and benefits running smoothly while building experiences that reflect who we are and what we stand for. This role blends strategic thinking with hands-on execution and partners closely with our Chief Human Resources Officer to make sure our team feels cared for and equipped to do their best work. While this position doesn’t have direct reports, its impact is felt across the organization—supporting every staff member and helping us live our values every day.

We’re looking for someone who sees HR as more than policies and paperwork—someone who knows that thoughtful systems and clear communication can make a workplace feel like a community. If you care deeply about helping people feel supported, valued, and connected to a shared mission, this might be the role you’ve been looking for.

Payroll Administration

• Run semi-monthly, multi-state payroll through ADP Workforce Now, including timecard review, wage calculation, and deduction accuracy
• Set up and manage state payroll tax accounts
• Collaborate with Finance on reconciliation audits and 990 filings
• Serve as liaison to 403b vendor for retirement plan data and system integration
• Monitor payroll trends and apply best practices to improve efficiency and compliance

Benefits Administration & Compliance

• Collaborate with the benefits broker and leadership to design, evaluate, and communicate benefit offerings
• Lead annual open enrollment, including system updates, staff communications, and coordination with vendors
• Maintain accurate benefit data in Employee Navigator and ensure integration with payroll systems
• Ensure compliance with ACA, COBRA, HIPAA, and other applicable regulations
• Manage relationships with benefits vendors and partners; assess new offerings to enhance employee experience
• Reconcile benefit invoices and resolve discrepancies

Leave Program Management

• Serve as the primary contact for leave policies and procedures
• Coordinate with third-party administrators, insurers, and state agencies for claims
• Track and report leave usage in compliance with federal, state, and internal policies
• Continuously enhance leave programs to meet evolving needs of staff member and organization

Reporting & Data Integrity

• Maintain up-to-date HR systems reflecting staff and policy changes
• Generate and analyze reports from ADP and Employee Navigator
• Ensure data consistency across systems, including retirement plan coordination
• Support audits and reporting across payroll, benefits, and leave programs

Team Member Support & Communication

• Offer clear and compassionate support to staff members regarding compensation, benefits, and leave policies.
• Develop and deliver communications and training initiatives to improve staff awareness and engagement.
• Lead payroll and benefits sessions for new hires as part of the onboarding process.

Required Qualifications

• Minimum 5–8 years of progressive experience in payroll and benefits administration with required proficiency in:
  • ADP Workforce Now (payroll and timekeeping)
  • Multi-state payroll processing
  • Microsoft Excel
  • Report
• Thorough understanding of compliance requirements, including ACA, COBRA, HIPAA, ERISA, FMLA, and related regulations
• Familiarity with Employee Navigator or similar benefits administration platform
• Exceptional attention to detail and a high degree of accuracy in managing sensitive data
• Strong communication skills, with the ability to explain complex payroll and benefits topics clearly and thoughtfully
• Collaborative mindset, comfortable working cross-functionally and with external vendors
• Effective problem-solving skills, with the ability to troubleshoot issues and recommend process improvements
• Demonstrated discretion and confidentiality in handling employee information

Role Specifics

• Location: Home Office with <5% travel for meetings and trainings
• Alternative title: Payroll/Benefits Manager
• Tech Provided: HP laptop, monitor, printer, $120.00 monthly tech stipend.
• Salary Range: $100k–$115k. This range is what we reasonably expect to offer; the final offer considers factors including but not limited to geographic market, skill sets, depth of experience, and salary equity to internal roles.
• Annual Bonus Eligible: Up to 5%.
• Schedule: Full-time, M–F, 40 hours/week with flexibility.
• Reporting To: Chief Human Resources Officer.
• Individual Contributor: No Direct Reports

Application Instructions: Please submit a resume and cover letter. Your cover letter should speak to why this opportunity—at our organization, in this role—is the right fit for you. Help us understand how your background, approach to HR, and personal values align with the purpose and impact of this position.