About the Company
Our client is a growing, geographically distributed company with a workforce spanning 16 states, supported by a Professional Employer Organization (PEO).
About the Role
This hybrid role is based in Edmonds, WA, requiring two days per week in office, and reports directly to company leadership. The Operations Support Specialist serves as the single in-house point of ownership across HR and benefits, multi-state payroll, finance, compliance, vendor management, and event coordination.
The role is high-trust and generalist in nature, requiring close partnership with an external accountant and PEO to ensure operational accuracy and full regulatory compliance across all states of employment.
Responsibilities
- Administer the company HRIS and manage day-to-day HR operations.
- Oversee health insurance and 401(k) programs, including enrollment, eligibility, contributions, remittances, and annual renewals.
- Communicate health and retirement plan coverage details to eligible employees and administer the annual wellness program.
- Own the full onboarding and offboarding lifecycle, including offer letters, NDAs, new-hire setup, I-9 verification, and E-Verify processing.
- Maintain the employee handbook and company policies, recommending updates as the business evolves.
- Administer compensation programs and calculate and process commission payments.
- Coordinate employment-based immigration matters (e.g., H-1B) with outside counsel and track application status.
- Run monthly multi-state payroll and maintain accurate employee payroll records.
- Manage accounts payable and receivable, including invoicing, expense report review, payment processing, and account reconciliation.
- Perform ongoing bookkeeping and monitor company bank accounts and deposits.
- Review payroll tax notices, ensure timely correction or payment, and provide annual withholding rates to the payroll provider.
- Calculate and file monthly excise taxes; partner with the external accountant on monthly reporting and year-end corporate and state tax filings.
- Maintain employer and payroll registrations across all 16 states of employment and coordinate with the PEO on multi-state compliance.
- Manage required government reporting, including monthly state reporting and federal surveys (e.g., Census Bureau).
- Complete government certifications, representations, and related documentation.
- Set up and maintain company profiles in government and customer supplier systems, including SAM, PIEE, Ariba, Exostar, and Coupa.
- Manage the company trademark renewal and registration process.
- Oversee business insurance and workers' compensation policies, including annual renewals and employee additions and removals.
- Manage facilities and office operations, including setup, furnishing, and ongoing needs.
- Maintain document control, ensuring all agreements and records are signed, filed, and tracked.
- Identify and engage outside vendors and professional resources (e.g., legal, benefits) as business needs arise.
- Plan and coordinate company events, trade shows, and the annual meeting end to end, including venue, lodging, transportation, catering, supplies, and on-site logistics.
- Support trade show and marketing logistics, including branded merchandise and customer holiday mailings.
- Serve as an operations and communications liaison for leadership on select internal and external follow-ups.
Qualifications
- 5 to 7 years of experience in business operations, HR, office management, or a blended administrative and operations role.
- Hands-on experience with multi-state payroll administration and employer compliance.
- Benefits administration experience covering health insurance and 401(k) programs, with familiarity with HRIS platforms.
- Working knowledge of bookkeeping fundamentals, including accounts payable and receivable, invoicing, and account reconciliation.
- Exceptional organizational skills, discretion with confidential information, and the ability to independently manage multiple concurrent workstreams.
- Experience coordinating with a PEO across multiple states is strongly preferred.
- Familiarity with government and supplier registration systems, including SAM, PIEE, Ariba, Exostar, and Coupa, is preferred.
- Exposure to employment-based immigration processes (e.g., H-1B) and coordination with outside counsel is preferred.
- Prior experience supporting a small to mid-sized company or a geographically distributed workforce is preferred.
