People Operations Specialist

Telna; Miami Beach (FL); On-site; USD 70,000 - 100,000; Full time

Job summary

Telna is hiring an experienced People Operations Specialist to own HR, finance-admin, vendor, and coordination work that keeps the company running smoothly.

You will work closely with senior leadership across onboarding, contracts, invoices, vendors, office logistics, and executive support. We encourage AI-driven automation to streamline processes and empower you to improve systems beyond a task list.

Qualifications

• 5+ years in an operations, HR/people-ops, or business-support role.
• Self-starter who takes ownership and follows through to completion.
• Willingness to use AI tools to automate admin tasks and improve processes.
• Excellent organization and ability to manage many moving parts.
• Clear, professional English written and verbal communication.
• Proficiency with Google Workspace and building trackers.
• Discretion handling confidential HR, compensation, and financial information.

Responsibilities

• Coordinate onboarding for new hires and offboarding; manage contracts, invoices, and vendor relations.
• Draft employment contracts, offer letters, and amendments; route for signatures.
• Support annual performance-review cycles; consolidate data and prepare materials.
• Draft HR documents and letters from templates; track PTO and leave records.
• Be a first point of contact for day-to-day people questions; handle sensitive issues appropriately.
• Coordinate office spaces and vendor issues; arrange equipment and inventory.
• Own recurring admin tasks; seek simplifications and automation, including AI.

Skills

People operations

HR

AI tools

Google Workspace

Executive support

Tools

Google Workspace

Job description

We are hiring an experienced People Operations Specialist to take real ownership of the HR, finance-admin, vendor, and coordination work that keeps the company running smoothly.

This is a high-trust, high-exposure role. You will work directly alongside senior leadership and touch nearly every part of the business: onboarding, contracts, invoices, vendors, office logistics, and executive support. We are not looking for someone to sit and wait for a task list. We want someone who looks across the operation, notices what is messy, slow, or missing, and takes it on — then comes back with it solved.

We are also actively bringing AI into how we work. You will be encouraged to use AI tools to automate repetitive admin, draft documents, clean up notes, build trackers, and generally do more with less. Curiosity and willingness to learn on this front matter as much as experience.

What you'll do

Your week will span four areas. No two days look the same.

1. HR & people operations

• Coordinate onboarding for new hires and offboard leavers, including contractor and EOR setups — picking up the handoff once the recruiting team closes a hire.
• Prepare employment contracts, offer letters, and amendments from templates, and route them for signature through to completion.
• Support the annual appraisal / performance-review cycle: consolidate data, maintain spreadsheets, and prepare review materials.
• Draft standard HR documents and letters from templates (leave/PTO letters, announcements, waivers).
• Track PTO, leave, holidays, and out-of-office records; keep employee data accurate and confidential.
• Be a first point of contact for day-to-day people's questions and raise anything sensitive appropriately.
• Coordinate office spaces and facilities and act as point of contact for building/vendor issues.
• Arrange equipment purchases and setup for new hires; maintain the tools/asset & license ownership inventory.
• Manage routine vendor and service-provider relationships (renewals, invoices, basic issue resolution).
• Support travel and accommodation logistics as needed.

4. Executive & business operations support

• Schedule 1:1s, resolving conflicts, and protecting focused time.
• Coordinate recurring meetings (status, ticket reviews, leadership syncs, town halls): agendas, prep, notes, and follow-ups.
• Assemble simple reports, trackers, and decks (e.g., KPI updates, headcount, status summaries).
• Broker and set up meetings between leaders and external parties, acting as a reliable scheduling gatekeeper.
• Own recurring admin so it runs like clockwork — and proactively spot what can be simplified, standardized, or automated (including with AI).
• Take on problems and improvement projects on your own initiative: identify a gap, propose a fix, and drive it to done without waiting for direction.

What we're looking for

Must-haves

• 5+ years in an operations, HR/people-ops, or business-support role.
• A genuine self-starter — you scan for what's messy, slow, or missing, take ownership, and follow through to done without being chased.
• Proficient with, or genuinely eager to embark on, using AI tools (e.g., ChatGPT, Gemini, Claude) to automate admin, draft documents, and work smarter.
• Exceptional organization and follow-through — you track many moving pieces and nothing slips.
• Clear, professional written and verbal English; comfortable communicating with senior leaders and vendors.
• Strong with Google Workspace (Gmail, Calendar, Docs, Sheets); confident building and maintaining trackers.
• Discretion and sound judgment with confidential HR, compensation, and financial information.
• Reliable overlap with North America Eastern Time and flexibility to coordinate across global time zones.

Nice-to-haves

• Hands-on experience automating workflows or building simple tools/prompts with AI.
• Experience with HR / people-operations administration or contractor management.
• Experience supporting a distributed or international team.