People Operations Associate

ProphetX; United States; Remote; USD 34,000 - 41,000; Part time

Job summary

ProphetX is seeking a People Operations Associate for a remote, part-time role in the United States. You will support the employee lifecycle, benefits administration, onboarding, and compliance as the company scales beyond 75 employees.

This early-career position emphasizes ownership and growth in a modern People Ops function. You will coordinate interviews, manage onboarding checklists, handle records, and drive process improvements using AI tools.

Qualifications

• 1–3 years of hands-on experience in People Operations or HR administration.
• Experience with scheduling interviews, onboarding, and maintaining employee records.
• Comfort with high-volume administrative work and proactive follow-up.
• Strong spreadsheet skills; able to build trackers and clean data.
• Familiar with Gusto, PinPoint, Rippling, or similar platforms.

Responsibilities

• Coordinate recruiting, onboarding, and offboarding processes across stakeholders.
• Manage calendars, interviews, and candidate communications; keep ATS up to date.
• Administer benefits enrollments and open enrollment communications.
• Maintain employee files, signatures, and compliance documentation.
• Identify and document process improvements; automate workflows where possible.
• Serve as a backup for time-sensitive People Ops tasks and reporting.

Skills

Attention to detail

Organization

Communication

High-volume admin

AI-assisted workflows

Tools

Google Workspace

Slack

Gusto

PinPoint

Rippling

HRIS

ATS

Payroll tools

Job description

People Operations Associate

Application Deadline: 6 November 2026

Department: People

Employment Type: Part Time

Location: Remote - USA

Reporting To: Head of People Operations

Compensation: $25.00 - $30.00 / hour

Description

People Operations at ProphetX is a modern, business-focused function. We built the foundation this past year, including compliance, a live ATS, a published handbook, documented onboarding and offboarding, engagement surveys, performance reviews, and AI-assisted workflows. As we grow toward 75+ employees, the People Operations Associate keeps that foundation running: managing the employee lifecycle, keeping compliance and benefits administration current, and improving processes along the way. This is an early-career role with real ownership and room to grow.

What You’ll Own

Recruiting, Onboarding & Offboarding

• Schedule interviews and manage calendars across candidates and hiring managers.
• Send candidate communications and keep PinPoint ATS pipelines accurate and moving.
• Coordinate offer and background-check logistics, and administer the employee referral program.
• Maintain the job description library using the EEOC-compliant templates.
• Prepare and execute onboarding checklists: Gusto setup, Rippling device provisioning, system access, and day-one readiness.

Employee Records, Signatures & Compliance

• Send, track, and follow up on offer letters, handbook acknowledgments, agreements, and required forms until each one is complete.
• Keep employee files complete, organized, and audit-ready.
• Keep required compliance trainings and background checks current for every new hire, and flag gaps early.
• Maintain the state registration and payroll-filing trackers, and elevate anything approaching a deadline to the Head of People Operations.
• Handle confidential employee information with discretion; access to sensitive data is granted by need.

Benefits, Open Enrollment & Programs

• Support open enrollment end to end: employee communications, enrollment questions, deadlines, and follow-up so no one misses an election.

Reporting, Process Improvement & Coverage

• Identify repetitive or manual workflows, then document, simplify, or automate them, and measure the before and after. This is a standing expectation of the role, with protected time every week.
• Serve as the first-line backup for time-sensitive People Ops tasks.
• Keep documentation, checklists, and trackers current as headcount grows, and flag where volume starts to outgrow a process.

What We’re Looking For

• 1-3 years of hands-on experience in People Operations, HR administration, recruiting coordination, or a similar administrative role, including part-time or contract work.
• You have already done this kind of work, such as scheduling interviews, tracking signatures, running onboarding, or maintaining employee records.
• Comfortable with high-volume administrative work and persistent, professional follow-up.
• Strong attention to detail and a record of meeting deadlines that carry real consequences, such as start dates, filings, and enrollments.
• Fluent in a spreadsheet: you can build a tracker, clean data, and spot what looks off.
• Embraces AI tools such as Claude as part of your daily workflow.
• A continuous-improvement mindset: when you see a manual process, you fix it.
• Comfortable switching between onboarding, scheduling, compliance, and reporting in the same day.
• Clear, professional written communication, and sound judgment with confidential information.
• Proficient with Google Workspace and Slack, and quick to learn HRIS, ATS, and payroll tools.
• Hands-on experience with Gusto, PinPoint, Rippling, or similar platforms.
• Experience administering benefits or supporting open enrollment.
• Experience in a regulated industry such as fintech or gaming.
• Interest in sports, trading, or prediction markets.