HR & Client Operations Specialist

HR & Client Operations Specialist

Location:

Madison, WI

Employment Type:

Full-Time
Compensation: 55-65k based on experience and level

The HR & Client Operations Specialist provides administrative and operational support to SustainableHR’s PEO client base while helping ensure the smooth day‑to‑day operation of the office.

This role serves as a key point of contact between our internal team, client business owners, worksite employees, and benefit vendors. Primary responsibilities include client onboarding and offboarding, HRIS administration, benefits support, routine compliance coordination, employee and client support, and onsite office administration.

The position is expected to manage assigned responsibilities independently, prioritize competing needs, resolve routine issues within established procedures, and recognize when matters should be escalated to an HR Business Partner, payroll specialist, or company leadership.

• Serve as a primary administrator of the HR inbox and main phone line.

• Respond to routine HR, benefits, payroll, HRIS, and employment‑related questions from clients and worksite employees.

• Provide general guidance regarding established policies, procedures, benefit programs, onboarding requirements, and routine employment practices.

• Research routine questions and determine whether the issue can be resolved independently or should be escalated to another team member.

• Assist with routine compliance administration including required training, labor law postings, employment documentation, and HRIS record maintenance.

• Ensure current forms, notices, policies, and other client documents are maintained within the HRIS.

• Identify potential documentation or compliance issues and bring them to the attention of the appropriate team member.

• Coordinate new client onboarding activities using  and other internal systems.

• Maintain implementation timelines, track outstanding items, and communicate progress to clients and internal team members.

• Coordinate the onboarding of new client companies and worksite employees into the HRIS, payroll, and benefits systems.

• Set up employee profiles and coordinate required employment documentation, including Forms W-4 and I-9 and employment eligibility verification.

• Review employee and client setup information for completeness and accuracy.

• Follow up with clients and employees regarding missing or incomplete information.

• Coordinate client and employee offboarding activities, including HRIS updates, employee terminations, and related documentation.

• Work with payroll to coordinate final‑pay information when needed.

• Send required employee separation notices and assist with unemployment claim documentation.

• Escalate unusual or higher‑risk separation matters to an HR Business Partner or other appropriate team member.

• Serve as a first point of contact for worksite employees with routine questions regarding benefit eligibility, enrollment, elections, and qualifying life events.

• Assist employees with benefit enrollment and troubleshoot routine enrollment or eligibility issues.

• Work with benefit carriers, brokers, vendors, clients, and internal team members to resolve benefit discrepancies.

• Create and maintain client benefit summary materials and employee communications.

• Assist with benefits data management and reconciliation between payroll, HRIS, enrollment, and carrier systems.

• Coordinate COBRA notices, elections, payments, participant changes, and terminations.

• Identify benefit issues that require additional review and elevate them appropriately.

• Provide backup support to benefits and payroll processing teams as needed.

• Maintain accurate employee and client…