HR Operations Specialist

Job Summary: We are seeking a highly organized and proactive HR Operations Specialist to support our Charlotte, NC office. This role will manage day-to-day HR operations, consultant and client communication, office administration, employee support, and immigration coordination. The ideal candidate should have excellent communication and organizational skills, the ability to manage multiple priorities, and experience working in a staffing, IT services, or professional services environment.

Key Responsibilities

• Consultant Communication – Serve as a primary point of contact for consultants and employees, addressing HR-related questions, concerns, policies, assignments, documentation, and day-to-day employment matters.
• Client Communication – Maintain professional communication with client contacts regarding consultant onboarding, assignments, start dates, extensions, transitions, performance-related concerns, and other operational requirements.
• Consultant Onboarding & Offboarding – Coordinate onboarding and offboarding activities, including documentation, background checks, employment requirements, client-specific requirements, and timely completion of all necessary processes.
• Employee & Consultant Support – Conduct regular check-ins with consultants and employees, understand their concerns, provide appropriate support, and coordinate with internal teams to resolve issues.
• Office & Operations Delegation – Coordinate and delegate day-to-day office and operational activities, assign tasks to appropriate team members, and ensure timely completion of responsibilities.
• Office Administration – Manage office-related requirements including facilities, supplies, equipment, access, vendors, building management, and other administrative needs for the Charlotte office.
• HR Documentation & Records – Maintain accurate and confidential employee and consultant records, agreements, HR documentation, operational trackers, and other personnel-related information.
• Payroll & Timesheet Coordination – Coordinate with consultants, clients, payroll, and finance teams regarding timesheets, attendance, payroll-related changes, billing information, and other administrative requirements.
• Benefits & Employee Support – Assist employees and consultants with benefits-related questions, enrollment processes, company policies, and general HR inquiries, coordinating with appropriate internal teams or providers when required.
• Immigration & Work Authorization Support – Maintain immigration and work authorization trackers, monitor visa and employment authorization expiration dates, coordinate required documentation, and work with employees and immigration counsel on applicable processes.
• Compliance Coordination – Support compliance with applicable employment requirements, including I-9 documentation, work authorization, company policies, client-specific requirements, and other HR compliance activities.
• Client & Consultant Issue Resolution – Act as a liaison between consultants, clients, Recruiting, Finance, Payroll, Account Management, and Leadership to resolve operational issues quickly and professionally.
• HR Reporting & Tracking – Maintain HR and operations reports related to headcount, consultant assignments, onboarding/offboarding, immigration status, employee status, timesheets, and other business requirements.
• Travel & Onsite Support – Ability to travel locally and occasionally within the U.S. to support client meetings, consultant visits, company events, office activities, and other business requirements.
• Process Improvement & Special Projects – Support management with special projects, operational initiatives, process improvements, audits, and other HR/administrative responsibilities while identifying opportunities to improve efficiency and employee/client experience.

Preferred Qualifications:

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• 3–6 years of experience in HR Operations, HR Administration, Staffing, IT Services, or Professional Services.
• Strong understanding of U.S. HR operations and employment practices.
• Working knowledge of U.S. immigration/work authorization processes.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to maintain confidentiality and handle sensitive employee information.
• Strong interpersonal skills and ability to communicate effectively with consultants, clients, and internal stakeholders.
• Willingness and ability to travel as required.