HR Operations Specialist

SOLAIRUS Aviation; Petaluma (CA); On-site; USD 72,000 - 85,000; Full time

Job summary

Solairus Aviation is seeking an HR Operations Specialist to support day-to-day HR operations, including offers, onboarding backups, background checks, PAFs, and HR inquiries. This role is based in the Petaluma, CA office with a minimum of three days onsite per week.

You will manage HR content on The Airway intranet and provide backup support for onboarding, training, and performance management while handling high volumes with discretion and strong organizational skills.

Qualifications

• Three years of experience in HR administration or HR operations.
• High school diploma or GED; Bachelor's degree preferred.
• Experience with HRIS systems and confidential handling of employee information.
• Proficient in Microsoft Office and quick to learn new systems.

Responsibilities

• Process approved job offers using templates.
• Support staff hiring activities in iCIMS.
• Coordinate background checks and equipment requests.
• Process Personnel Action Forms (PAFs) for Admin staff.
• Maintain HR content on The Airway intranet.
• Provide backup for onboarding, training, and performance management.
• Assist with employee engagement activities and events.
• Ensure confidentiality and accurate records management.

Skills

HR operations

HR administration

Microsoft Office

Communication skills

Discretion & confidentiality

Time management

Education

High school diploma or GED

Bachelor's degree in HR or Business Administration

Tools

iCIMS

Microsoft SharePoint

Paycom

Job description

Overview

The HR Operations Specialist supports the accurate, responsive, and consistent delivery of day-to-day HR operations. Key responsibilities include but are not limited to preparing and issuing approved job offers, supporting staff hiring activities in iCIMS, coordinating background checks and equipment requests, processing Personnel Action Forms (PAFs), and responding to general HR inquiries.

This position also manages HR content on the company intranet (The Airway), and provides backup support for onboarding, new-hire training, and performance management processes, as needed.

Success in this role requires learning fast, exceptional attention to detail, sound judgment, discretion, strong organizational skills, adaptability, and the skills to manage a high volume of time-sensitive work in a fast-paced environment. This role offers opportunities to take on increasing responsibility as skills and tenure develop.

This position is based in the Petaluma, CA office and a minimum of three days per week onsite is required.

Essential Responsibilities/Duties

• Helps monitor the shared HR inbox, provides timely and accurate responses, and routes complex or sensitive matters to the appropriate HR team member.


• Provides first-level support to employees and managers on HR policies, procedures, forms, and systems.


• Maintains and updates HR content on the company intranet, The Airway, including forms and policies.


• Prepares and issues approved administrative job offers using approved templates.


• Reviews and processes Personnel Action Forms (PAFs) for Admin staff.


• Checks all personnel actions for required approvals, documentation, effective dates, and payroll timing.


• Assists with processing background checks, maintains required documentation, and escalates exceptions


• Supports offboarding and other employee lifecycle changes, including documentation, exit interviews, system updates, and records maintenance.


• Coordinates equipment issuance and return with IT, hiring managers, and employees for hires, transfers, and separations.


• Provides backup support for onboarding, new-hire training, and performance management as needed.


• Creates and organizes standard operating procedures, checklists, templates, and other HR documentation.


• Assists with planning and coordinating employee engagement activities and events


• Processes incoming and outgoing HR mail while onsite, including scanning, routing, and securely filing confidential correspondence.


• Supports other HR administrative projects as assigned, including but not limited to organizational changes, employee-data updates, and compliance activities.

Qualifications

• Three years of experience in HR administration or HR operations roles.


• High school diploma or GED required; Bachelor's degree in Human Resources, Business Administration, or a related field strongly preferred.


• At least two years’ experience using an HRIS system; Paycom experience strongly preferred.


• Working knowledge of HR practices, company policies and procedures, recordkeeping requirements, and confidential handling of employee information.


• Proficient in Microsoft Office (Outlook, Word, Excel) and general computer applications, with the ability to type accurately and efficiently to manage a high volume of email and documentation.


• Demonstrated ability to quickly master new systems and processes, with strong potential for growth into more advanced HR responsibilities over time.


• Strong organizational skills, attention to detail, and the ability to manage competing deadlines in a fast-paced environment.


• Excellent written and verbal communication skills and the ability to interact professionally with employees, managers, and leaders at all levels.


• Ability to exercise discretion and maintain confidentiality when handling sensitive employee information.


• Highly task-oriented and customer focused, with a strong sense of ownership and a demonstrated commitment to follow-through, accuracy, and attention to detail.


• Proactive and willing to take initiative; a fast learner and quick thinker who applies sound judgment in a fast-paced environment.


• Highly organized, with effective time-management and prioritization skills and the ability to manage competing deadlines.


• Excellent people and communication skills, with the ability to communicate professionally and at a high level by email, chat, and verbally with employees, managers, and leaders.


• Ability to quickly learn Solairus processes, systems, terminology, and culture while demonstrating discretion, collaboration, professionalism, and confidentiality.


• Reliable transportation to commute to the Petaluma office at least three days per week.

Specific Qualifications/Certifications

• Working knowledge of Microsoft SharePoint for updating content (not development/coding).


• Pursuing or interested in obtaining an HR certification (e.g., PHR, SHRM-CP) a plus.


• Ability to sit for extended periods while working at a computer.


• Ability to stand for periods of up to one hour.


• Ability to occasionally lift and carry up to 20 pounds (e.g., office supplies, equipment).

Additional Information

Equal Employment Opportunity Statement

Solairus Aviation embraces diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.

ADA / Essential Functions Statement

To comply with regulations under the Americans with Disabilities Act (ADA), the principal duties in job descriptions should reflect the essential functions of the role. A job function is essential if removing that function would fundamentally change the job. This job description focuses on the purpose and results of the duties rather than the specific manner in which they are performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Wage Range: $34.62 to $40.87 per hour

(equivalent to $72,000 to $85,000 if annualized)