Operations & HR Associate

Helient Systems; Philadelphia (Philadelphia County); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Helient Systems is seeking an Operations & HR Associate to support internal operations across administration, HR, finance and employee wellness. The role interfaces with technical, sales and marketing teams and reports to the Director of Operations.

The position involves scheduling, event planning, onboarding/offboarding, training coordination, and maintaining internal communications. Flexible work environment with opportunities for remote work.

Qualifications

• Experience supporting HR and operations processes.
• Ability to coordinate onboarding and training programs.
• Strong organizational skills and attention to detail.
• Experience with employee offboarding.

Responsibilities

• Prepare and distribute reports and maintain records.
• Schedule meetings for COO, Operations and Finance.
• Plan internal events and manage office supplies.
• Assist with onboarding and vendor training coordination.
• Maintain intranet communications and internal updates.
• Coordinate PTO and timesheets and HR-related administration.
• Support recruiting outreach and interview scheduling.
• Manage client data in Autotask and Hubspot.

Skills

Scheduling

Documentation

Communication

HR Administration

Tools

Autotask

Hubspot

Turbo360

Job description

The Operations & HR Associate is an internally focused position that assistswith the overall operation of the company. The Associate facilitates the processes that interface the company’s technical, sales and marketing operations with the general administration, finance, human resources, employee development and employee wellness concerns of the company. This position reports to the Direction of Operations.

Primary responsibilitiesinclude

Operations

• Documentation and Reporting: Assist in the preparation and distribution of reports, presentations, and other documents as needed. Maintain accurate records and files, ensuring information is up-to-date and easily accessible.
• Scheduling: Schedule and coordinate meetings as needed for COO, Operations and Finance.
• Travel Planning Assistance: Assist employees with reservations and ticketing.
• Event Planning: Plan and coordinate internal company events.
• Internal Communications: Facilitate company-wide communications include “The Hub” intranet.
• Internal Project coordination and Support: Collaborate with various departments to coordinate and track progress on key Helient projects, ensuring deadlines are met and objectives are achieved.
• Office Management: Coordinate office maintenance, supplies and equipment.
• CSP M365 Licensing Onboarding Support: Work with sales, procurement and engineering to onboard new clients.
• Azure Usage and Reporting Support: Utilize Turbo360 to pull usage data for billing and create client facing reports as needed.
• Internal System(s) set up of Clients and Data Verification – Create new clients in Autotask and verify client information in Autotask and Hubspot.

Human Resources

• Recruiting support: Candidate outreach and interview scheduling.
• PTO Admin: Coordinate PTO requests and enter into Autotask timesheets.
• Employee Handbook Coordination: Maintenance and distribution of handbook as needed.
• Training Admin and Support: Track training accomplishments and coordinate vendor training programs.
• Performance Planning Support: Assist with scheduling and documentation of new performance planning system.
• Onboarding Scheduling and Support: Work with new employees to ensure all onboarding events are scheduled.
• Offboarding Support: Coordinate employee equipment return and pertinent information is distributed.

The Operations & HR Associate is an internally focused position that assistswith the overall operation of the company. The Associate facilitates the processes that interface the company’s technical, sales and marketing operations with the general administration, finance, human resources, employee development and employee wellness concerns of the company. This position reports to the Direction of Operations.

Primary responsibilitiesinclude

Operations

• Documentation and Reporting: Assist in the preparation and distribution of reports, presentations, and other documents as needed. Maintain accurate records and files, ensuring information is up-to-date and easily accessible.
• Scheduling: Schedule and coordinate meetings as needed for COO, Operations and Finance.
• Travel Planning Assistance: Assist employees with reservations and ticketing.
• Event Planning: Plan and coordinate internal company events.
• Internal Communications: Facilitate company-wide communications include “The Hub” intranet.
• Internal Project coordination and Support: Collaborate with various departments to coordinate and track progress on key Helient projects, ensuring deadlines are met and objectives are achieved.
• Office Management: Coordinate office maintenance, supplies and equipment.
• CSP M365 Licensing Onboarding Support: Work with sales, procurement and engineering to onboard new clients.
• Azure Usage and Reporting Support: Utilize Turbo360 to pull usage data for billing and create client facing reports as needed.
• Internal System(s) set up of Clients and Data Verification – Create new clients in Autotask and verify client information in Autotask and Hubspot.

Human Resources

• Recruiting support: Candidate outreach and interview scheduling.
• PTO Admin: Coordinate PTO requests and enter into Autotask timesheets.
• Employee Handbook Coordination: Maintenance and distribution of handbook as needed.
• Training Admin and Support: Track training accomplishments and coordinate vendor training programs.
• Performance Planning Support: Assist with scheduling and documentation of new performance planning system.
• Onboarding Scheduling and Support: Work with new employees to ensure all onboarding events are scheduled.
• Offboarding Support: Coordinate employee equipment return and pertinent information is distributed.

Other: Back up of Sales Operations Support

Benefits

• Competitive Compensation: Attractive salary and commission structure.
• Flexible Work Environment: Opportunities for remote work and flexible scheduling.
• Health & Wellness: Comprehensive medical, vision, and dental insurance.
• Retirement Plan: 401(k) plan with profit sharing.
• Professional Growth: Opportunities for professional development and career advancement.
• Inclusive Culture: An inclusive and diverse workplace culture that values and supports all employees.

Seniority Level

Entry - Intermediate Level

Job function

Operations, HR, Finance,

Industries

Information Technology and Services, Computer Networking, Information Services