HR Operations & Quality Specialist - Remote Eligible

HR Operations & Quality Specialist

This is a remote position. Location: Remote – Florida-based highly preferred. Reports To: CEO/CHRO.

Important – Please Read Before Applying: You must meet all listed requirements for your resume to be reviewed. These are non-negotiable. If you do not meet them, please be kind and considerate and refrain from applying so that qualified applicants don't miss out.

About the Role: This role is the engine behind our client success, proactively coordinating, managing, and completing HR projects from start to finish with precision and care. You will oversee HR Assistants, ensuring audits, reporting, and deliverables are executed flawlessly and on time. This is a behind-the-scenes leadership/support role that blends hands-on HR expertise with project oversight. The HR Operations & Quality Specialist ensures every package delivered to our HR Generalists is polished, compliant, and client-ready.

Key Responsibilities:

• Maintain the highest level of organization, attention to detail, and ability to manage priorities independently in a remote environment.
• Oversee and manage the work of HR Assistants, providing guidance, delegation, and quality control.
• Coordinate HR projects from handoff to HR Generalist, ensuring all client-ready deliverables are complete.
• Perform regular audits (I-9, FLSA, compliance reviews) with precision and consistency.
• Ensure projects are completed accurately, on schedule, and to the highest standards.
• Balance delegation and hands-on execution, stepping in as needed while ensuring team productivity.
• Manage multiple client projects simultaneously with strict adherence to deadlines.
• Maintain accurate HR records, client files, project boards, and folders.
• Respond to internal HR inquiries and escalate to Generalists when appropriate.
• Partner with HR Generalists to translate project roadmaps into actionable steps for Assistants.
• Review Assistant-drafted emails for HR compliance before client send-out.
• Identify opportunities to improve workflows and delivery efficiency.

HRIS & System Maintenance:

• Manage HRIS entries (e.g., Gusto, Zenefits, BambooHR) for hires, terminations, and role changes.
• Troubleshoot system access issues; flag workflow gaps.
• Ensure documentation is uploaded, named, and archived correctly in WorkDrive.

Training & Development Support:

• Support the build-out of client-specific training materials.
• Oversee drafting of toolkits/trainings (e.g., harassment prevention, management best practices).

Task & Workflow Ownership:

• Oversee project/task boards; keep real-time updates across all client accounts.
• Ensure tasks are accurately tracked with no stale items.
• Drive progress on deliverables and remove blockers proactively.
• Delegate sub-tasks to Assistants, ensuring accuracy and deadlines.
• Spearhead projects: organize scope, delegate tasks, track deadlines, and update Generalists prior to client meetings.
• Meet weekly with CYB team to review progress, clarify assignments, and provide coaching/support.

Compliance & Audits:

• Independently conduct FLSA audits (exempt/non-exempt classification).
• Conduct I-9 audits, ensuring compliance and correction.
• Audit personnel files for completeness.
• Ensure PTO/sick leave accruals align with state/local requirements.
• Verify federal, state, and local posting compliance (including remote distribution).
• Manage HRIS audits to confirm accuracy and completeness.

Policy & Documentation:

• Draft/finalize handbook updates with compliance alignment.
• Draft/customize job descriptions to meet ADA and classification requirements.

Recruiting & Onboarding:

• Coordinate offer letters, onboarding packets, and new hire compliance forms (W-4s, state tax forms, acknowledgments).

Client Confidence & Communication:

• Build credibility and rapport with client managers; escalate only when issues are complex/high-risk.
• Deliver polished, client-ready work (handbooks, policies, corrective actions, JDs) with minimal revisions.
• Send clear recap emails, maintain trackers, and communicate progress consistently.
• Begin contributing talking points and recommendations during client calls.

Proactive Issue Spotting & Compliance Fluency:

• Proactively identify compliance gaps, workflow inefficiencies, and risks; recommend solutions.
• Conduct research on HR regulations and summarize findings.
• Translate compliance rules into actionable client steps.
• Track compliance deadlines to ensure proactive updates.

Leadership & Mentorship:

• Provide coaching to HR Assistants through review, delegation, and feedback.
• Model best practices in HR, communication, documentation, and client management.
• Anticipate workload needs and redistribute tasks appropriately.
• Mentor peers on CYB systems and compliance standards.

Professional Judgment & Employee Relations Readiness:

• Support employee relations issues (attendance, performance, handbook clarifications) with guidance from Generalists.
• Draft corrective action and performance documentation for review.
• Demonstrate discretion in escalating high-risk ER matters.
• Address sensitive topics with professionalism and compliant language.

Strategic Integration & Growth Mindset:

• Integrate client work streams into coherent timelines and priorities.
• Propose efficiencies, system improvements, and workflow adjustments.
• Apply HR knowledge daily, balancing compliance, client delivery, and relationships with minimal oversight.

Requirements

Minimum Requirements

• Highest level of organization, attention to detail, and ability to manage priorities independently in a remote environment.
• 3–5 years of HR experience with expertise in compliance, audits, and operations.
• Advanced knowledge of employment law (FLSA, FMLA, ADA, EEO/Title VII, I-9/E-Verify, federal & state regulations).
• Proven ability to manage audits (I-9, FLSA, payroll/benefits, personnel files).
• Experience in compensation/benefits administration, payroll, ACA/COBRA, and leave compliance.
• Skilled in HR operations: onboarding/offboarding, performance management, corrective actions, and recruiting.
• Proficient in HRIS (e.g., Gusto, ADP, Paycom), ATS, and reporting tools.
• Demonstrated success drafting/updating policies, handbooks, and SOPs.
• Experience mentoring or managing HR staff and ensuring quality control.
• Strong project management skills across multiple clients.
• Excellent communication and presentation skills, including comfort with C-suite executives and virtual training.

Preferred

• Experience partnering with small businesses and entrepreneurs.
• Associate's degree in HR, Business, or related field.
• HR consulting experience.

Core Competencies

• Exceptional organization, attention to detail, and independent prioritization.
• Strong project coordination, time management, and follow-through.
• Clear written and verbal communication.
• Independent decision-making with sound judgment.
• Knowledge of recruiting workflows and HR compliance.
• Proficiency in virtual tools (Zoom, HRIS, Microsoft 365, etc.).

Work Environment & Physical Demands

• Fully remote; requires quiet home office with reliable internet.