Human Resources Operations Specialist

Ivan Ware & Son Inc; New Albany (IN); On-site; USD 56,000 - 75,000; Full time

Job summary

WARE is seeking a Human Resources Operations Specialist to support day-to-day people operations for a multi-state workforce. You will coordinate HR processes, maintain employee records, and deliver responsive service to employees.

In this role, you will manage HRIS data, assist with payroll/back- wage compliance, and help ensure policies are followed. You will collaborate with managers, vendors, and cross-functional teams to scale our HR operations.

Qualifications

• 2–4 years of experience in human resources, HR operations, or a related role.
• Bachelor’s degree in Human Resources, Business, or a related field preferred; equivalent experience considered.
• Working knowledge of HR practices, employment processes, and compliance requirements.
• Experience with HRIS, payroll, benefits, LMS, and other HR technology.
• Strong organization, attention to detail, follow-through, and ability to manage multiple priorities.
• Excellent communication, customer service, problem-solving, and relationship-building skills.
• Demonstrated discretion, sound judgment, and commitment to confidentiality.

Responsibilities

• Execute day-to-day HR processes and administrative activities, ensuring employee needs are addressed promptly and processes are accurate, consistent, well-documented, and aligned with WARE policies and practices.
• Coordinate employment eligibility, including background checks, drug screens, and other pre-employment requirements.
• Reconcile HR and benefits invoices, collaborating with vendors and Accounts Payable to resolve discrepancies and ensure timely payment.
• Develop, update and maintain HR forms, procedures, checklists, and process documentation.
• Serve as primary HRIS administration contact, including employee data maintenance, workflow updates, reporting, and troubleshooting to ensure accurate and reliable HR information.
• Provide backup support for payroll, prevailing wage, and benefits administration.
• Maintain required HR documentation and records to support audits and compliance requirements.
• Track regulatory changes and support implementation of updated policies and procedures when regulations change.
• Assist with responding to employment-related requests, audits, and reporting requirements.
• Coordinate onboarding, compliance, leadership, and job-specific training programs.
• Administer assessments and LMS assignments, and assist employees and managers with training related questions.
• Coordinate employee training assignments and maintain accurate training records.
• Track required training and follow up on outstanding requirements.
• Support the development and maintenance of training materials, resources, and communications.
• Upload and maintain WARE’s intranet content, including employee resources, policies, announcements, events, and general information.
• Partner with HR and other departments to keep intranet content accurate, relevant, organized, and up to date.
• Prepare and administer employee engagement and other surveys, including distribution, participation tracking, and reporting.
• Ensure HR communications are timely, clear, professional, and consistent with WARE’s culture.
• Other duties as assigned.

Skills

HR operations

HRIS administration

Payroll backup

Compliance knowledge

Training & development

Education

Bachelor’s degree in Human Resources, Business, or related field

Tools

HRIS systems

Payroll systems

LMS

Benefits administration

Job description

Description

WARE is one of the nation’s largest and most expansive boiler rental, service, education, and training companies. A family-owned business founded in 1952, WARE has experienced continual growth for over 70 years. The company culture strongly rooted in service, growth and generosity sets it apart, with these core values serving as the foundation of the company’s success.

We’re seeking a Human Resources Operations Specialist to support the day-to-day people operations of our rapidly growing, multi-state workforce. This role coordinates core HR processes, maintains accurate employee information and documentation, and provides responsive, exceptional service to employees.

As a trusted resource and champion of the WARE culture, the Human Resources Operations Specialist helps ensure our people processes are efficient, consistent, scalable, and compliant while creating an employee experience that reflects our core values and supports WARE’s continued growth.

Responsibilities:

HR Operations & Employee Support

• Execute day-to-day HR processes and administrative activities, ensuring employee needs are addressed promptly and processes are accurate, consistent, well-documented, and aligned with WARE policies and practices


• Coordinate employment eligibility, including background checks, drug screens, and other pre-employment requirements


• Reconcile HR and benefits invoices, collaborating with vendors and Accounts Payable to resolve discrepancies and ensure timely payment


• Develop, update and maintain HR forms, procedures, checklists, and process documentation


• Serve as primary HRIS administration contact, including employee data maintenance, workflow updates, reporting, and troubleshooting to ensure accurate and reliable HR information


• Provide backup support for payroll, prevailing wage, and benefits administration

Compliance & Risk Administration

• Ensure compliance with federal, state, and local employment requirements and company policies


• Communicate and post required employment posters, notices, and workplace postings


• Maintain required HR documentation and records to support audits and compliance requirements


• Track regulatory changes and support implementation of updated policies and procedures when regulations change


• Assist with responding to employment-related requests, audits, and reporting requirements

HR Reporting & Workforce Data

• Prepare monthly, quarterly, and yearly HR reports required by HR and other departments


• Assist with EEO, OSHA, prevailing wage, and other required employment reporting and recordkeeping


• Track key workforce information, including headcount, turnover, hiring activity, training completion, and other key HR metrics

Performance Reviews

• Coordinate and assist managers with the performance review cycle, including goal setting, communications, timelines, and completion tracking


• Support managers with performance management tools and resources for meaningful performance conversations and development planning


• Assist with performance documentation as appropriate


• Help ensure performance processes reflect WARE’s values and Daily 7 behaviors

Onboarding, Learning & Development

• Support onboarding, compliance, leadership, and job-specific training programs


• Administer assessments and LMS assignments, and assist employees and managers with training related questions


• Coordinate employee training assignments and maintain accurate training records


• Track required training and follow up on outstanding requirements


• Support the development and maintenance of training materials, resources, and communications

Intranet, Employee Engagement & Surveys

• Upload and maintain WARE’s intranet content, including employee resources, policies, announcements, events, and general information


• Partner with HR and other departments to keep intranet content accurate, relevant, organized, and up to date


• Prepare and administer employee engagement and other surveys, including distribution, participation tracking, and reporting


• Ensure HR communications are timely, clear, professional, and consistent with WARE’s culture

Other duties as assigned.

Requirements

• 2–4 years of experience in human resources, HR operations, or a related role


• Bachelor’s degree in Human Resources, Business, or a related field preferred; equivalent experience considered


• Working knowledge of HR practices, employment processes, and compliance requirements


• Experience with HRIS, payroll, benefits, LMS, and other HR technology


• Strong organization, attention to detail, follow-through, and ability to manage multiple priorities


• Excellent communication, customer service, problem-solving, and relationship-building skills


• Demonstrated discretion, sound judgment, and commitment to confidentiality


• Ability to work independently while collaborating effectively with employees, managers, vendors, and cross-functional teams