HR Operations Specialist

Hoffman Agency; San Jose, Portland, Boston (CA, OR, MA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Health benefits

401(k) with company match

PTO

Sabbatical after four years

Flexible work culture

Parental leave

11 paid holidays

Job summary

Hoffman Agency seeks an organized HR Operations Specialist to run day-to-day HR across its US offices (Boston, Portland, San Jose). You’ll manage employee records, onboarding/offboarding, policies, training tracking and HR data integrity while supporting a fast-moving agency culture.

You’ll collaborate with the Managing Director, North America, the HR consultant, and the Global HR Operations team to keep HR compliant, human, and aligned with global standards.

Qualifications

• Bachelor's degree in HR, business, or communications.
• 2 to 4 years of progressive HR experience, ideally in an agency or media environment.
• PHR/SHRM-CP or equivalent certification preferred or actively working toward one.
• Experience supporting recruitment across multiple levels.
• Hands-on with BambooHR and Lattice is a plus.

Responsibilities

• Keep the HR engine running across US offices, ensuring records are accurate and confidential.
• Own onboarding and offboarding workflows to ensure smooth first and last days.
• Maintain HR policies, procedures, and programs and track compliance training.
• Pull HR reports and support leadership with metrics and presentations.
• Partner with the Global HR Operations team to align US processes with global standards.

Job description

You're the person people go to when they don't know who to ask. You like a tidy file, a clean process and a calendar that actually works. You can keep confidential information, catch the detail everyone else missed, and make an intern's first day feel like a big deal. To you, good HR is mostly about people feeling looked after.

The Hoffman Agency is an international public relations and integrated marketing communications firm that crafts stories to build brands. Our US storytellers work out of Boston, Portland and San Jose, and they need someone keeping things running smoothly behind the scenes.

We are seeking an organized, discreet HR Operations Specialist to run the day-to-day of HR across our US offices. Must have a sense of humor and an appetite for working in a positive team environment.

If you like where the story is leading, read on.

Setting the Scene: The Role

You'll sit in our Operations team and report directly to the Managing Director, North America, with functional guidance from our retained HR consultant. Day to day, you'll work hand in hand with our Global HR Operations team and our US Finance team.

Your audience is everyone. On any given day you might be helping a senior leader with a tricky people question, walking a new account executive through benefits, and getting the next intern class set up. It's a fast-moving agency, so priorities shift, and you'll be the steady hand that keeps HR consistent, compliant and human across all three offices.

The Plot Thickens: What You’ll Do

Keep the HR engine running

• Keep employee records, HR databases and personnel files accurate, current and confidential.
• Own the paperwork side of onboarding and offboarding so people's first and last days go smoothly.
• Help administer HR policies, procedures and programs across all US offices.
• Track compliance training, certifications and HR deadlines, and nudge people (nicely) until they’re done.
• Answer employee questions on policies, benefits and programs, and know when something needs to go to the Managing Director or our HR consultant.
• Pull together HR reports, metrics and presentations for leadership.
• Become a power user of HR tools (Bamboo, Lattice) and support operations in comparing/reconciling data between tools and databases.
• Oversee our bi-annual performance review processes and timelines.

Help us find the next great storytellers

• Support hiring end to end for every level, from interns to senior leaders.
• Lead interview scheduling, candidate communications and logistics across offices and time zones.
• Keep our HRIS and applicant tracking system clean and the data trustworthy.
• Work with hiring managers and our HR consultant to write and post job descriptions (ideally more fun to read than the usual kind).
• Help run our internship program, from recruiting and onboarding to day-to-day administration.
• Be the friendly first stop for employee questions and get them to the right answer.
• Support engagement, recognition programs and company-wide HR communications.
• Help plan HR events, training sessions and all-hands meetings.
• Handle sensitive employee matters with complete discretion.
• Support DE&I committee meetings and campaigns.

Connect the US to the wider Hoffman world

• Partner with our Global HR Operations team to keep US processes in step with global standards.
• Pitch in on process improvement projects and documentation.
• Support global reporting and HR data integrity.

Attributes of the Protagonist (That’s You)

• Organized
• Discreet
• Detail-obsessed
• Approachable
• Calm when the deadlines pile up
• Sound judgment (and knows when to elevate)
• Collaborative across teams and time zones
• Clear communicator, on the page and out loud
• Curious about making things work better
• Proactive
• Team player
• SENSE OF HUMOR

The Hero’s Background: Qualifications

• Bachelor's degree in Human Resources, Business Administration, Communications or a related field.
• 2 to 4 years of progressive HR experience, ideally in an agency, professional services or media environment.
• PHR, SHRM-CP or equivalent certification preferred, or actively working toward one.
• Experience supporting recruitment across multiple levels of an organization.
• Comfortable with HRIS and ATS platforms and Microsoft Office. Hands-on experience with BambooHR and Lattice is a plus.
• Experience in a multi-location or distributed organization is a plus.
• Strong writing and verbal communication skills, plus the analytical chops to solve problems on your own.

Where the Story Happens

This is a hybrid role (2-3 days/week in the office) based in one of our US offices: Boston, Portland or San Jose. Expect occasional travel between offices. We work standard business hours, with some flexibility needed around busy periods, key deadlines and time-sensitive HR matters. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Flexibility and willingness to go beyond the call of duty are highly valued and rewarded. Come join us and be on the cutting edge of communications. We value diverse thinking, and we regularly push the boundaries of PR.

The Happy Ending

A competitive salary, benefits package and career advancement opportunities will be offered to the successful candidate. We also offer our staff generous PTO, a four-week sabbatical after four years, and a flexible work culture.

Our salary range for this role is between $75,000 and $95,000 depending on experience and location.

What comes with it: medical, dental and vision coverage; a 401(k) with a company match, paid parental leave; 11 paid holidays plus generous PTO; and a four-week paid sabbatical after four years.

Your growth: we offer a $1,000 learning fund and the opportunity to learn directly from our Managing Director, a seasoned HR consultant and our Global HR team.

We will contact all shortlisted candidates.