People Operations Administrator at Reformation

Job description

Who We Are: Being naked is the #1 most sustainable option. We're #2. Since 2009, we've been on a mission to bring sustainable fashion to everyone. We set a goal to become Climate Positive by 2025 , and we did it, removing more carbon from the atmosphere than we emit. Next up: becoming Circular by 2030 and pushing the whole industry forward along the way. We've been named one of Fast Company's Brands That Matter , won a Best Carbon Footprint award, and gotten love in Drapers and Sourcing Journal , and TIME wrote about how great our CEO, Hali Borenstein, is. Basically, we're saving the Earth and looking damn good doing it. We're a global brand with 70+ stores (and counting) across the US, UK, Canada and France, customers in 150+ countries, and our own sustainable factory in LA . We innovate across categories like accessories , swimwear , and sleepwear , and we reach millions of people with campaigns like this , this and this . None of this work is possible without the incredible people behind it. We're a mission-based company that invests in an inclusive culture, so we can innovate together and ensure everyone has the space to grow, thrive, and belong. And starting right now, we want to do all that with you. People OPS Administrator Status: Hourly / Non-Exempt Reports to: Associate Dir, People Ops Who You Are: The People Operations Administrator is a critical member of our People team, providing foundational operational support across the entire employee lifecycle. From facilitating seamless onboarding and offboarding to managing essential employee data. You will act as the first line of support for our team, delivering exceptional customer service to both retail store employees and corporate staff through direct communication and our internal ticketing system. The ideal candidate is highly organized, detail-oriented, and curious - always looking for ways to streamline workflows and improve the employee experience. What You'll Do: Onboarding & New Hire Experience Manage new hire calendar invites and serve as the primary point of contact for onboarding inquiries via email and tickets. Initiate background checks and follow up with hiring managers on statuses. Ensure all I-9 and onboarding paperwork is completed accurately and on time. Follow up with Retail Store Managers and People & Culture Business Partners (PCBPs) on incomplete tasks. Execute accurate data entry into Paychex for all new hires. Ensure all documentation is filed and uploaded per company guidelines. Manage the creation of employee discount codes, retail employee allotment codes, and communicate benefits enrollment information to new team members. Conduct regular new hire data reviews and audits to maintain data accuracy. Offboarding Coordinate offboarding calendar invites Partner closely with Payroll to enter separation data into the Payroll tracker Ensure all separations are processed accurately and promptly in Paychex to ensure compliant execution of final pay. Provide necessary exit documents to separating employees. Partner with IT to remove email and system access, terminate retail I-9s in eVerify, and deactivate employee discount codes. Answer offboarding-related questions with empathy and professionalism via emails and tickets. People Admin & Employee Support Accurately enter all Change of Status data into Paychex within payroll processing timeframes. Execute the employee transfer process between corporate entities. Assist with routine data entry, answer foundational HR questions, guide employees on navigating the ticketing platform, and manage Paychex password resets. Provide timely and accurate support through ticket responses. Consistently meet or exceed all Service Level Agreements (SLAs) for employee inquiries. Process Improvement Identify areas of inefficiency and make recommendations for process improvements that elevate the employee experience and streamline team operations. What You’ll Bring Experience: 1-3 years of HR administration, People Operations, Administrative Assistant, or related experience. Direct experience supporting a blended workforce (both hourly/retail and salaried/corporate) is highly preferred. Systems Knowledge: Prior experience with HRIS/Payroll platforms (such as Paychex) and HR ticketing or helpdesk environments (such as Zendesk or Jira). Technical Skills: Intermediate proficiency in Microsoft Excel or Google Sheets (ability to use basic formulas, VLOOKUPs, Pivot Tables, and sort/filter large datasets to assist with data audits). Prior experience creating and running reports and auditing data in the system. Experience with Google Workspace is a plus. Attention to Detail & Time Management: A sharp eye for data accuracy, coupled with excellent organizational skills to prioritize and multitask effectively based on strict HR and payroll deadlines. Exceptional written and verbal communication skills with a warm, customer-centric approach to solving employee inquiries, plus the proven ability to handle highly confidential data with strict integrity. Ability to work on-site in our New York office 3 days a week in a hybrid capacity. Compensation: At Reformation, we believe in transparency and equity when it comes to compensation. For this role, the anticipated hourly range is $30.00 - $35.00, depending on a variety of factors, including but not limited to relevant experience, skills, qualifications, and internal compensation equity. This role may also be eligible for an annual discretionary bonus based on a range of factors, including company performance, department goals, and individual contributions. Bonus amounts and eligibility are not guaranteed and are determined at the company’s discretion. Please note that compensation decisions are made thoughtfully and may vary from the listed range to reflect individual circumstances and evolving business needs. Our total rewards package also includes benefits, perks, and opportunities for growth that contribute to overall compensation. Benefits & Perks: Eligible employees get employer-sponsored private medical, dental, and vision insurance, as well as commuter benefits to help support your travel to and from work. We offer competitive paid time off policies including vacation, sick leave, and company holidays for eligible employees. We offer retirement planning support for eligible employees, including the option to invest in Environmental Social Governance-aligned (fancy way to say sustainable) funds. We’re a mission-based company with offices in LA, NYC and London, as well as a global retail team, which means you’ll get to collaborate with people all around the world. You’ll get access to fertility care support through Carrot , and up to a $5,000 USD reimbursement for related fertility expenses after 1 year of employment. We care about the causes our employees care about so we donate to community efforts on a yearly basis. We offer a clothing discount, culture events (like our annual Ref Values week and Volunteer Time Off), you know, all the meaningful and fun stuff! Reformation is proud to be an Equal Opportunity Employer. We’re committed to building a diverse and inclusive team that reflects the world we want to live in. All qualified applicants will be considered for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status—in accordance with applicable international, federal, state, and local laws. If you require accommodations during the application or interview process, please let us know. We’re here to ensure you have what you need to show up as your best self. Still don’t know if you should apply? We get it— studies show that many women and individuals from historically underrepresented communities hold back from applying unless they meet every single requirement. At Reformation, we’re all about growth, not gatekeeping. If you’re passionate about the role and excited about making fashion more sustainable, we’d love to hear from you. If this role doesn’t totally excite you, consider applying to our general application. Want some more?! - Sustainability , Forbes , Fast Company California Applicant Privacy Notice found here

Requirements

Must-haves

Onboarding & New Hire Experience
Manage new hire calendar invites and serve as the primary point of contact for onboarding inquiries via email and tickets.
Initiate background checks and follow up with hiring managers on statuses.
Ensure all I-9 and onboarding paperwork is completed accurately and on time. Follow up with Retail Store Managers and People & Culture Business Partners (PCBPs) on incomplete tasks.
Execute accurate data entry into Paychex for all new hires. Ensure all documentation is filed and uploaded per company guidelines.
Conduct regular new hire data reviews and audits to maintain data accuracy.
Coordinate offboarding calendar invites
Partner closely with Payroll to enter separation data into the Payroll tracker
Ensure all separations are processed accurately and promptly in Paychex to ensure compliant execution of final pay.
Provide necessary exit documents to separating employees.
Answer offboarding-related questions with empathy and professionalism via emails and tickets.
People Admin & Employee Support
Accurately enter all Change of Status data into Paychex within payroll processing timeframes.
Execute the employee transfer process between corporate entities.
Assist with routine data entry, answer foundational HR questions, guide employees on navigating the ticketing platform, and manage Paychex password resets.
Provide timely and accurate support through ticket responses.
Consistently meet or exceed all Service Level Agreements (SLAs) for employee inquiries.
Process Improvement
Identify areas of inefficiency and make recommendations for process improvements that elevate the employee experience and streamline team operations.
What You’ll Bring
Systems Knowledge: Prior experience with HRIS/Payroll platforms (such as Paychex) and HR ticketing or helpdesk environments (such as Zendesk or Jira).
Attention to Detail & Time Management: A sharp eye for data accuracy, coupled with excellent organizational skills to prioritize and multitask effectively based on strict HR and payroll deadlines.
Exceptional written and verbal communication skills with a warm, customer-centric approach to solving employee inquiries, plus the proven ability to handle highly confidential data with strict integrity.
Ability to work on-site in our New York office 3 days a week in a hybrid capacity.

Nice-to-haves

None flagged.

Application prep

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Keywords to mirror

jira

Platform: greenhouse
Effort: quick

Benefits

Benefits detected in the listing.

Dental

Vision

Paid Time Off