Location: Palo Alto CA / New York, NY Employment Type: Full-time Reports to: Total Rewards & HR Operations Manager
About the role
We are looking for a detail-oriented HR Operations Specialist to be the backbone of our US employee experience. You will own day-to-day HR operations — from multi-state payroll to employee lifecycle management and immigration support — ensuring accuracy, compliance, and a seamless experience for our team in a fast-paced, globally integrated environment.
Key responsilbilities
1. Employee Lifecycle Management
Own end-to-end onboarding and offboarding, ensuring a smooth and compliant experience for all employees.
Manage internal transitions (promotions, transfers, role changes) with accurate and timely system updates.
Serve as the primary HRIS administrator (e.g., Rippling, Workday), maintaining data accuracy across employee records and org charts.
2. Payroll & Benefits Administration
Partner with payroll providers and finance to process accurate semi-monthly payroll for exempt and non-exempt employees across multiple states.
Navigate multi-state payroll complexity with particular focus on California (overtime, meal/rest break premiums, final paycheck compliance) and New York regulations.
Administer benefits programs (Health/Dental/Vision, 401k), managing enrollments, life-event changes, and terminations. Serve as first-line support for employee inquiries.
3. Immigration & Compliance
Act as the primary HR contact for employee immigration and visa processes (F-1 OPT/STEM OPT, H-1B, L-1, Green Card). Coordinate with external immigration counsel to ensure timely filings and USCIS compliance.
Manage I-9 verification, state-specific required notices, and mandatory training tracking.
Draft and maintain critical HR documentation including offer letters, employment agreements, and NDAs.
4. Employee Relations & Support
Serve as the go-to resource for employee inquiries on HR policies, payroll, and benefits.
Handle initial ER inquiries and escalate complex issues to HR leadership as needed.
Assist in updating the Employee Handbook and internal HR wikis to keep policies clear and locally compliant.
Qualifications
Experience: 2–5 years in HR Operations or HR Coordination, preferably in the tech or internet industry.
Payroll & Compliance: Proven hands-on experience with multi-state payroll (especially CA and NY) and solid working knowledge of US employment law.
Immigration: Direct experience coordinating work visas (H-1B, F-1 OPT, L-1) and partnering with external immigration counsel.
Systems: Strong proficiency with modern HRIS platforms (Rippling, Gusto, or Workday) and Google Workspace / Microsoft Office.
Attention to Detail: Demonstrated ability to handle sensitive payroll and immigration information with discretion and accuracy.
Communication: Clear written and verbal communicator with a service-oriented approach to employee support.
Education: Bachelor's degree in HR, Business, or a related field preferred.
