Senior Associate, Human Resources

Xtalks; Paramus (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Xtalks in Paramus, New Jersey seeks a Senior Associate, Human Resources to partner across the employee lifecycle, focusing on onboarding, payroll, HRIS, and compliance. You will collaborate with HR Business Partners, Talent Acquisition, Payroll, IT, Facilities, Finance, and other stakeholders to ensure HR processes are accurate and timely, delivering a high-quality employee experience.

This role requires strong organization, discretion, customer service, and the ability to manage multiple

Qualifications

• Bachelor's degree in HR, business, psychology, or related field.
• PHR/SPHR certification or progress toward certification preferred.
• 2+ years HR experience or relevant internships.
• Experience supporting HR operations, onboarding, HRIS, payroll.
• Experience with HRIS, applicant tracking, payroll systems; UKG/iCIMS preferred.
• Experience with Ariba/Coupa procurement systems preferred.
• Proficiency in Microsoft Office, especially Outlook and Excel.
• Strong organizational skills and confidentiality.
• Ability to manage multiple priorities and deadlines.
• Strong communication and customer-service skills.
• Ability to collaborate across HR, Payroll, Finance, IT, Facilities.

Responsibilities

• Coordinate onboarding and pre-boarding as primary HR contact for new hires.
• Manage onboarding workflows between ATS and HRIS systems.
• Facilitate New Hire Orientation and improve onboarding experience.
• Coordinate offboarding activities with HR, IT, Facilities, Payroll.
• Maintain accurate employee records and HR data across lifecycle.
• Triage HR mailbox and respond to routine inquiries; route complex issues.

Skills

HR operations

Onboarding

Payroll coordination

HRIS administration

Communication skills

Multitasking

Education

Bachelor's degree in Human Resources or related field

Tools

UKG

iCIMS

Ariba

Coupa

Job description

Overview

The Senior Associate, Human Resources plays a key role in delivering efficient, accurate, and employee-focused HR partnering across the employee lifecycle. This position supports onboarding and offboarding, HR systems and records administration, leave coordination, payroll preparation, employment verification, purchasing and vendor administration, compliance activities, and employee programs. The Senior Associate works closely with HR Business Partners, Talent Acquisition, Payroll, IT, Facilities, Finance, and other stakeholders to ensure HR processes are completed accurately and on time while providing a high-quality employee experience. The role requires strong organization, attention to detail, discretion, customer service, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

Employee Lifecycle & HR Operations

• Coordinate employee onboarding and pre-boarding following offer acceptance, serving as a primary HR contact for incoming employees.
• Manage onboarding workflows between applicant tracking and HRIS systems, coordinating new hire communications, documentation, IT/Facilities requirements, and workspace readiness.
• Facilitate New Hire Orientation (NHO) and support ongoing improvements to the onboarding experience.
• Coordinate employee offboarding activities in partnership with HR, IT, Facilities, Payroll, and other stakeholders.
• Maintain accurate employee records, HR data, documentation, and system updates throughout the employee lifecycle.

HR Service Delivery & Employee Support

• Monitor and triage the HR shared mailbox, responding to routine employee inquiries and directing more complex matters to the appropriate HR Business Partner or subject matter expert.
• Provide general HR and HRIS system support related to employee information, tax documentation, address changes, and other routine requests.
• Process Verification of Employment (VOE) requests and prepare employment verification letters in accordance with established procedures.
• Maintain confidentiality and ensure sensitive employee information is handled appropriately.

Leave, Payroll & HR Administration

• Coordinate employee Leaves of Absence (LOA), including documentation, communications, system updates, and coordination with employees, HR Business Partners, Payroll, benefits partners, and vendors.
• Prepare and maintain payroll-related information, including sign-on bonuses, employee referral bonuses, W-4 documentation, and other required employee updates.
• Review HR and payroll information for completeness and accuracy and work with appropriate partners to resolve discrepancies.
• Process and appropriately route HR mail, tax documentation, and other employee-related correspondence.

Recruiting, Internship & Employee Program Support

• Provide administrative and scheduling support to Talent Acquisition, including interview coordination and iCIMS activities as needed.
• Support the company's summer internship program, including onboarding, orientation, communications, scheduling, and program logistics.
• Coordinate employee learning administration, including monthly onboarding and offboarding updates for LinkedIn Learning.
• Support employee programs, events, and other HR initiatives as needed.

Purchasing & Vendor Administration

• Manage HR purchasing and invoice administration through Ariba/Coupa and related company processes.
• Create and maintain purchase requisitions and purchase orders and coordinate invoice processing with Accounts Payable.
• Assist with resolving vendor, invoice, and PO discrepancies and maintain appropriate department expenditure documentation.

Compliance & Reporting

• Coordinate the annual AAP process in partnership with internal and external stakeholders.
• Compile, review, and validate applicant flow and other required HR data and help resolve discrepancies to support accurate compliance reporting.
• Maintain supporting documentation and assist with other HR compliance and reporting requirements.

Process Improvement & Department Support

• Develop and maintain HR Operations procedures, templates, checklists, and process documentation.
• Identify opportunities to streamline workflows, strengthen controls, improve data accuracy, and enhance the employee experience.
• Support HR projects and evolving department priorities as needed.
• Maintain the highest standards of confidentiality when handling employee, payroll, and company information.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Psychology, or a related discipline required.
• PHR/SPHR certification, or progress toward certification, preferred.
• 2+ years of relevant Human Resources experience and/or a combination of relevant professional experience and substantive HR internships.
• Experience supporting HR operations, employee lifecycle processes, onboarding, HRIS administration, or related HR functions preferred.
• Working knowledge of HR operations and employee lifecycle processes.
• Experience with HRIS, applicant tracking, and/or payroll systems; UKG and iCIMS experience preferred.
• Experience with Ariba, Coupa, or similar procurement systems preferred.
• Strong proficiency in Microsoft Office, particularly Outlook and Excel.
• Strong organizational skills with excellent attention to detail and accuracy.
• Ability to manage multiple priorities, recurring deadlines, and time-sensitive requests.
• Strong written and verbal communication and customer-service skills.
• Ability to exercise sound judgment, appropriately elevate issues, and maintain confidentiality.
• Demonstrated ability to collaborate across HR, Payroll, Finance, IT, Facilities, and other functions.
• Interest in process improvement and delivering an efficient, high-quality employee experience.

Preferred Qualifications

• Korean language proficiency strongly preferred, but not required.
• Experience supporting onboarding, New Hire Orientation, and employee offboarding.
• Experience coordinating leaves of absence and payroll-related HR processes.
• Experience with AAP, applicant flow, or other HR compliance reporting.
• Experience supporting internship, employee engagement, or learning programs.