HR & Admin Specialist

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: TYPE OF WORK

Part Time

: SALARY

4

: HOURS PER WEEK

10

: DATE UPDATED

Apr 4, 2026

JOB OVERVIEW

About the Role

We are hiring a highly organized, detail-oriented HR & Admin Operations Specialist with excellent written communication skills to support a fast-growing, multi-location franchise education business in the U.S.

This is not a basic VA role — you will act as the operational backbone for HR, payroll coordination, onboarding, compliance, and administrative systems across multiple locations.

Your job is to reduce chaos, streamline workflows, and ensure clean execution across HR and admin functions as we scale.

Key Responsibilities

HR Operations & Employee Lifecycle
• Manage onboarding for new hires (offer letters, document collection, file organization)
• Maintain employee records and ensure all documentation is complete and compliant with California employment laws
• Support offboarding processes (terminations, final pay coordination, documentation)
• Track employee status across locations (active, onboarding, terminated)

Payroll Coordination (Paylocity)
• Prepare and coordinate payroll runs
• Handle off-cycle payroll adjustments, corrections, and updates
• Maintain employee data (direct deposit, classifications, etc.)
• Work with U.S. payroll provider (Paylocity) to resolve issues

Systems & Benefits Administration
• Support Paylocity setup and ongoing maintenance (T&L, policies, configurations)
• Assist with benefits coordination (401k, benefit platforms, etc.)
• Troubleshoot system issues and follow up persistently until resolved
• Help document and improve HR/payroll workflows

Compliance & Entity Setup Support
• Assist with: EIN applications, State registrations (e.g., EDD), Business licenses
• Maintain compliance tracking (deadlines, filings, documentation)
• Conduct basic research on HR/payroll/legal requirements as needed

Admin & Operations Support
• Manage shared tools (Google Drive, tracking sheets, task lists)
• Coordinate across tea ---------- mbers (operations, finance, leadership)
• Reduce email chaos by organizing and executing tasks efficiently
• Support tools like ---------- , Stax, and internal reporting workflows
• Ad-hoc personal requests from owner

Reporting & Process Improvement
• Maintain clean tracking sheets for: Payroll status, Onboarding progress, Compliance items
• Identify inefficiencies and propose improvements
• Help build simple, scalable SOPs for all recurring tasks

Ideal Candidate Profile
• 3–6+ years experience in HR admin & operations, with experience in executive admin roles as a nice-to-have
• Experience working with U.S.-based businesses (required), with experience in California-based businesses a significant nice-to-have
• Familiarity with: Payroll systems (Paylocity strongly preferred); HR processes (onboarding, terminations, employee records)
• Highly organized with strong attention to detail
• Strong written English communication (clear, concise, professional)
• Able to work independently and drive tasks to completion without handholding

Nice to Have
• Experience supporting multi-location or franchise businesses
• Familiarity with tools like: Paylocity, ---------- , Google Sheets (intermediate level)
• Experience improving workflows or building SOPs
• Basic knowledge of U.S. labor/payroll compliance

Success Metrics
• Payroll runs smoothly with minimal errors or rework
• Employee onboarding/offboarding is clean, fast, and fully documented
• Minimal back-and-forth required to complete tasks
• Systems (Paylocity, tracking sheets) are clean and up-to-date
• Communication is clear, proactive, and reduces leadership time

SKILL REQUIREMENT

Human Resources Payroll Office and Administration

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HR & Admin Specialist

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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