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People Operations Specialist
Agile Occupational Medicine
Costa Mesa, UAE
Full Time
Mid
Onsite
4 weeks ago
Leave of Absence AdministrationOnboardingWorkers' CompensationHR ComplianceSharePointMicrosoft Office 365
Free
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Leave of Absence AdministrationOnboardingWorkers' Compensation
About the Role
Agile Occupational Medicine seeks a People Operations Specialist to own HR operations including leave administration, onboarding, workers' compensation, compliance, and HR inbox triage.
Key Skills for This Role
Leave of Absence AdministrationOnboardingWorkers' CompensationHR ComplianceSharePointMicrosoft Office 365
Responsibilities
- Own the day to day administration of leave of absence process, including intake, documentation tracking, employee and manager communications, case file maintenance, and return to work coordination.
- Own assigned provider and non provider onboarding workflows from pre boarding through first day readiness and early training completion.
- Own the coordination of employee offboarding logistics including separation checklists, equipment return, system access termination coordination, and final paycheck coordination.
- Serve as the primary day to day owner of the HR support inbox, independently reviewing, prioritizing, routing, and resolving routine employee inquiries.
- Own assigned HR compliance and records management workflows, including labor law posting coordination, HR document retention, policy acknowledgment tracking, personnel file organization, and audit preparation.
- Own the day to day administration of workers' compensation process, including intake, incident report collection, claim initiation support, carrier coordination, documentation tracking, and return to work status updates.
- Maintain the HR SharePoint library, including uploading new documents, archiving outdated materials, organizing folder structures.
- Coordinate scheduling and logistics for HR programs, training sessions, and team meetings.
- Support Agile's employee wellness program and employee recognition program.
- Serve as a support resource for general employee benefits questions and act as backup for basic benefits coordination.
Requirements
- 3 4 years of HR administrative, HR operations, coordinator, specialist, or comparable People Operations experience required; 5+ years preferred.
- Hands on experience administering leave of absence, onboarding, workers' compensation, employee records, compliance tracking, or HR operations workflows required.
- Working knowledge of FMLA, CFRA, PDL, ADA/FEHA accommodation concepts, workers' compensation coordination, return to work processes, and California employee records requirements required.
- Experience with SharePoint and Microsoft Office 365 required.
- Proficiency in Microsoft Office 365, including Outlook, Teams, Word, Excel, and SharePoint.
- Strong written communication skills, sound judgment, high attention to detail, and reliable follow through.
- Ability to manage multiple open workflows, prioritize competing deadlines, and escalate appropriately.
- Ability to handle confidential information with discretion, professionalism, and sound judgment.
- Experience leveraging approved AI tools to improve HR processes strongly preferred.
- Multi state HR compliance experience preferred.
- Familiarity with Paylocity or comparable HRIS strongly preferred.
- Bachelor's degree preferred; equivalent experience considered.
Full Job Posting
Position Summary
- The People Operations Specialist owns and administers defined People & Culture operations for Agile Occupational Medicine, including leave of absence administration, onboarding program administration, workers' compensation coordination and administration, HR compliance workflows, employee records go
- This role performs office and non manual work directly related to the management and general business operations of the organization.
- The Specialist is expected to exercise discretion and independent judgment in prioritizing HR operational matters.
Compensation
- Starting compensation range is $72,000.00 $75,000.00 annually. Exact compensation may vary based on skills, experience, and location.
Responsibilities
- Own the day to day administration of Agile's leave of absence process, including intake, documentation tracking, employee and manager communications, case file maintenance, and return to work coordination.
- Evaluate leave requests and related documentation for completeness, timing, and next step requirements.
- Maintain the LOA tracker and case files to ensure records are current, complete, organized, and audit ready.
- Own assigned provider and non provider onboarding workflows from pre boarding through first day readiness and early training completion.
- Coordinate pre boarding steps, system setup, equipment requests, onboarding packets, orientation schedules, training calendars, and first day communications.
- Own the coordination of employee offboarding logistics including separation checklists, equipment return, system access termination coordination, and final paycheck coordination.
- Serve as the primary day to day owner of the HR support inbox, independently reviewing, prioritizing, routing, and resolving routine employee inquiries.
- Own assigned HR compliance and records management workflows, including labor law posting coordination, HR document retention, policy acknowledgment tracking, personnel file organization, and audit preparation.
- Own the day to day administration of Agile's workers' compensation process, including intake, incident report collection, claim initiation support, carrier coordination, documentation tracking, and return to work status updates.
- Maintain the HR SharePoint library, including uploading new documents, archiving outdated materials, organizing folder structures.
- Leverage approved AI tools responsibly to support HR operations, including drafting routine communications, summarizing non confidential workflow notes, creating checklists, improving templates, and identifying process efficiencies.
- Coordinate scheduling and logistics for HR programs, training sessions, and team meetings.
Requirements
- 3–4 years of HR administrative, HR operations, coordinator, specialist, or comparable People Operations experience required; 5+ years preferred.
- Hands on experience administering leave of absence, onboarding, workers' compensation, employee records, compliance tracking, or HR operations workflows required.
- Experience leveraging approved AI tools to improve HR processes strongly preferred.
- Working knowledge of FMLA, CFRA, PDL, ADA/FEHA accommodation concepts, workers' compensation coordination, return to work processes, and California employee records requirements required; multi state HR compliance experience preferred.
- Experience with SharePoint and Microsoft Office 365 required; familiarity with Paylocity or comparable HRIS strongly preferred.
- Proficiency in Microsoft Office 365, including Outlook, Teams, Word, Excel, and SharePoint.
- Strong written communication skills, sound judgment, high attention to detail, and reliable follow through.
- Ability to manage multiple open workflows, prioritize competing deadlines, and escalate appropriately.
- Ability to handle confidential information with discretion, professionalism, and sound judgment.
- Bachelor's degree preferred; equivalent experience considered.
Benefits
- Comprehensive benefits package, including medical, dental, vision, life, and disability insurance
- 401(k) plan with employer match
- Paid time off and company paid holidays
- Excellent work life balance with no required nights, weekends, or holidays
Why You Should Join Our Team
- Agile Occupational Medicine is a leading occupational medicine group with a network of 42 centers dedicated to providing comprehensive healthcare services to businesses and their employees across California and Yuma, Arizona.
- We are a rapidly growing organization with a fun and collaborative work environment.
- Agile Occupational Medicine is an Equal Opportunity Employer.
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