Human Resources Operations Specialist

HR Operations Specialist

We are seeking a highly organized, detail-oriented, and proactive HR Operations Specialist to join our team. This role is key to ensuring smooth day-to-day operations, supporting HR processes, and contributing to long-term organizational efficiency. The ideal candidate thrives on organization, process improvement, ability to work independently, and collaborative problem-solving. This is a 30-hour per week, benefit-eligible position requiring a minimum of three days per week onsite in our downtown Portland office, with the remainder of the time working remotely.

Key Responsibilities:

• Assist HR with onboarding documentation, benefits enrollment support, and employee data updates.
• Help maintain HR files, templates, and internal process documentation.
• Track and coordinate completion of mandatory trainings and certifications.
• Identify opportunities to streamline office and HR administrative processes for greater efficiency.
• Assist in developing standard operating procedures (SOPs) for recurring administrative and HR tasks.
• Support the implementation of new systems or software that improve workflow and reduce manual processes.
• Partner with the HR Manager on special administrative projects.
• Coordinate company events (in-person and virtual), including logistics, vendor coordination, and creative engagement ideas.
• Track and recognize employee birthdays, anniversaries, and milestones.
• Manage promotional inventory, office moves, and large-scale document digitization and disposal.
• Assist in planning and executing employee contests, challenges, and recognition programs.
• Coordinate communication to targeted employee groups, including meeting notices, company updates, and event details.
• Maintain vendor relationships, manage service requests, and oversee office maintenance needs.
• Purchase and maintain stock of office, event, first aid, and safety supplies.
• Conduct local errands (including mailing center, print shop, supply pick-up).
• Assist with upcoming office move in same building.
• Other duties as assigned.

Required Skills & Qualifications:

• 3+ years of experience in administrative, operations, or HR roles (professional services or multi-state experience preferred).
• Strong organizational skills with the ability to prioritize and manage multiple projects simultaneously.
• Excellent communication and interpersonal skills; able to work effectively with all levels of the organization.
• Proficiency in Microsoft Office Suite and comfort with virtual collaboration tools.
• Discretion in handling sensitive and confidential information.