People Operations Specialist

Why join our team at Definiti? If you enjoy tackling challenges and believe in delivering exceptional client service, Definiti may be perfect for you. You can make a difference by helping to improve and secure many retirements, while also helping to grow a dynamic organization. Most roles are fully remote, so you need to be comfortable using technology, be productive in a home office with a reliable internet connection to stay in touch with your team and deliver high-quality service to our clients. Definiti supports your professional growth through comprehensive training and industry credentials and certifications.

Definiti is a national retirement services company that helps clients manage and administer their retirement plans. We help clients define what's possible and what’s next for their retirement plans.

PURPOSE OF POSITION  

The People Operations Specialist supports the day-to-day administration and execution of People and Culture programs and processes, including employee lifecycle administration, benefits and leave support, payroll preparation, HRIS updates, reporting support, documentation, employee activities and communications. This role helps ensure recurring People Operations work is completed accurately, consistently, and on time so employees have a positive experience and Definiti maintains reliable, scalable processes. The People Operations Specialist follows established procedures, manages transaction-level work, identifies issues requiring escalation, and contributes to process improvements that strengthen efficiency, consistency, and the employee experience.

PRIMARY DUTIES AND RESPONSIBILITIES

Employee Lifecycle Administration

· Coordinate new hire processing and onboarding logistics, including required documentation, system updates, coordination with supervisors and internal partners, and facilitating orientation meetings

• Coordinate offboarding activities and exit interview processes
• Process employment verification requests
• Maintain personnel records and electronic employee files
• Support employee changes including promotions, transfers, compensation changes, and status changes

Benefits and Leave Administration

• Support day-to-day benefits administration activities
• Assist employees with benefit enrollment questions and issue resolution
• Coordinate benefit vendor communications as directed
• Administer leave processes and documentation
• Track leave activity and maintain accurate records
• Support annual open enrollment execution activities

Payroll and HRIS Support

• Process approved compensation-related employee changes and maintain accurate supporting documentation
• Prepare and audit payroll changes for processing
• Maintain employee information within the HRIS
• Enter personnel transactions accurately and timely
• Validate HRIS data accuracy and assist with routine audits
• Support employee and manager HRIS inquiries

Reporting and Program Administration

• Generate recurring People & Culture reports
• Support survey administration and related follow-up activities, including preparing materials, coordinating timing, tracking responses, and maintaining documentation
• Assist with employee activities, engagement initiatives, and coordination of related logistics
• Support recurring people processes and annual cycles
• Prepare presentations, communications, and documentation related to people initiatives

Operational Support

• Maintain department documentation and file structures
• Assist with audit preparation and documentation requests
• Recommend process improvements to increase efficiency and consistency
• Maintain confidentiality of employee and company information

COMPETENCIES REQUIRED

• Ability to work in a fast-changing environment supporting continued company growth, remote operations, and acquisition activity
• Strong verbal and written communication skills and the ability to build rapport with employees, supervisors, vendors, and teammates in a remote environment
• Strong planning and organizational skills with the ability to manage multiple priorities and meet deadlines while following established processes
• Strong attention to detail and commitment to data accuracy, documentation quality, and process consistency
• Ability to maintain confidentiality and exercise sound judgment when handling employee, payroll, benefits, and company information
• Ability to identify issues, recognize when escalation is appropriate, and communicate concerns effectively
• Commitment to customer service and creating a positive employee experience through responsive, accurate, and professional support
  

EDUCATION AND QUALIFICATIONS

• High school diploma or GED required
• Associate's or Bachelor's degree in Human Resources, Business Administration, or related field preferred
• 2-4 years of People Operations, Human Resources, Payroll, Benefits Administration, HRIS Administration, or related experience required
• Experience processing employee lifecycle transactions, maintaining employee records, or supporting payroll, benefits, leave administration, or HRIS activities required
• HRIS experience required; Paylocity experience a plus
• Intermediate Microsoft Office skills required, including Outlook, Word, PowerPoint, and Excel; ability to navigate web-based systems required
• Experience working in a multi-state environment preferred
• Experience supporting remote employees preferred
• SHRM-CP, PHR, or related HR certification is a plus
• Working knowledge of employment law, compliance requirements, and HR best practices is a plus

REMOTE WORKING REQUIREMENTS

As a remote-first company, we have compiled expectations for a successful remote work environment:

• Ability to build rapport with others remotely while working productively with limited in-person interaction
• Have access to a reliable and consistently strong, high-speed internet connection suitable for remote work. A stable, high-speed internet connection is essential for effective communication, collaboration, and productivity while working remotely
• Designate a quiet, and well-lit space free of as many distractions as possible
• Be online and available to work during designated business hours in local time zone
• Accustomed to using Microsoft Teams (or similar virtual-meeting applications) to meet with colleagues regularly on video and use the chat feature for quick communications. We utilize many Microsoft Teams features (such as Channels and file storage) for announcements, relevant conversations, and file sharing. Familiarity with Microsoft Teams is a plus
• Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint

BENEFITS

Definiti has a dynamic, growth-focused culture, and we are committed to offering attractive employee-centric benefits, including:

• A virtual-first work philosophy for most jobs
• 401(k) with up to 4% match
• Flexible PTO allows you to take the time you need for wellness, vacations, and personal matters. We foster a trusting environment where employees manage their workloads responsibly. Time off doesn’t accrue.
• 12 paid holidays, 2 paid floating holidays, and your birthday is a holiday
• Paid Parental Leave
• A variety of medical, dental and vision plan options including Definiti subsidized premiums
• Company-paid life insurance and short-term disability insurance
• Bonus plan eligibility