People Operations Associate

ProphetX is hiring a People Operations Associate to manage and support employee lifecycle operations, including recruiting coordination, onboarding, compliance, employee records, and benefits administration. The role also maintains People Operations processes and documentation, provides backup coverage, and improves or automates workflows as the company grows.

What you'll do:

• 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
• 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 escalate anything approaching a deadline to the Head of People Operations
• Handle confidential employee information with discretion; access to sensitive data is granted by need
• Support open enrollment end to end: employee communications, enrollment questions, deadlines, and follow-up so no one misses an election
• 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

What they'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