People Operations Associate at Prophetx

Job description

People Operations at ProphetX is a modern, business-focused function. We built the foundation this past year, including compliance, a live ATS, a published handbook, documented onboarding and offboarding, engagement surveys, performance reviews, and AI-assisted workflows. As we grow toward 75+ employees, the People Operations Associate keeps that foundation running: managing the employee lifecycle, keeping compliance and benefits administration current, and improving processes along the way. This is an early-career role with real ownership and room to grow. What You’ll Own Recruiting, Onboarding & Offboarding • Schedule interviews and manage calendars across candidates and hiring managers. • Send candidate communications and keep PinPoint ATS pipelines accurate and moving. • Coordinate offer and background-check logistics, and administer the employee referral program. • Maintain the job description library using the EEOC-compliant templates. • Prepare and execute onboarding checklists: Gusto setup, Rippling device provisioning, system access, and day-one readiness. Employee Records, Signatures & Compliance • Send, track, and follow up on offer letters, handbook acknowledgments, agreements, and required forms until each one is complete. • Keep employee files complete, organized, and audit-ready. • Keep required compliance trainings and background checks current for every new hire, and flag gaps early. • Maintain the state registration and payroll-filing trackers, and escalate anything approaching a deadline to the Head of People Operations. • Handle confidential employee information with discretion; access to sensitive data is granted by need. Benefits, Open Enrollment & Programs • Support open enrollment end to end: employee communications, enrollment questions, deadlines, and follow-up so no one misses an election. Reporting, Process Improvement & Coverage • Identify repetitive or manual workflows, then document, simplify, or automate them, and measure the before and after. This is a standing expectation of the role, with protected time every week. • Serve as the first-line backup for time-sensitive People Ops tasks. • Keep documentation, checklists, and trackers current as headcount grows, and flag where volume starts to outgrow a process. What We’re Looking For • 1-3 years of hands-on experience in People Operations, HR administration, recruiting coordination, or a similar administrative role, including part-time or contract work. • You have already done this kind of work, such as scheduling interviews, tracking signatures, running onboarding, or maintaining employee records. • Comfortable with high-volume administrative work and persistent, professional follow-up. • Strong attention to detail and a record of meeting deadlines that carry real consequences, such as start dates, filings, and enrollments. • Fluent in a spreadsheet: you can build a tracker, clean data, and spot what looks off. • Embraces AI tools such as Claude as part of your daily workflow. • A continuous-improvement mindset: when you see a manual process, you fix it. • Comfortable switching between onboarding, scheduling, compliance, and reporting in the same day. • Clear, professional written communication, and sound judgment with confidential information. • Proficient with Google Workspace and Slack, and quick to learn HRIS, ATS, and payroll tools. Nice to Have • Hands-on experience with Gusto, PinPoint, Rippling, or similar platforms. • Experience administering benefits or supporting open enrollment. • Experience in a regulated industry such as fintech or gaming. • Interest in sports, trading, or prediction markets.

Requirements

Must-haves

What You’ll Own
Recruiting, Onboarding & Offboarding
Schedule interviews and manage calendars across candidates and hiring managers.
Send candidate communications and keep PinPoint ATS pipelines accurate and moving.
Coordinate offer and background-check logistics, and administer the employee referral program.
Maintain the job description library using the EEOC-compliant templates.
Prepare and execute onboarding checklists: Gusto setup, Rippling device provisioning, system access, and day-one readiness.
Employee Records, Signatures & Compliance
Send, track, and follow up on offer letters, handbook acknowledgments, agreements, and required forms until each one is complete.
Keep employee files complete, organized, and audit-ready.
Keep required compliance trainings and background checks current for every new hire, and flag gaps early.
Maintain the state registration and payroll-filing trackers, and escalate anything approaching a deadline to the Head of People Operations.
Handle confidential employee information with discretion; access to sensitive data is granted by need.
Benefits, Open Enrollment & Programs
Support open enrollment end to end: employee communications, enrollment questions, deadlines, and follow-up so no one misses an election.
Reporting, Process Improvement & Coverage
Identify repetitive or manual workflows, then document, simplify, or automate them, and measure the before and after. This is a standing expectation of the role, with protected time every week.
Serve as the first-line backup for time-sensitive People Ops tasks.
Keep documentation, checklists, and trackers current as headcount grows, and flag where volume starts to outgrow a process.
What We’re Looking For

Nice-to-haves

Hands-on experience with Gusto, PinPoint, Rippling, or similar platforms.
Experience administering benefits or supporting open enrollment.
Experience in a regulated industry such as fintech or gaming.
Interest in sports, trading, or prediction markets.

Application prep

Use the role’s language and application details while tailoring your materials.

Keywords to mirror

Platform: pinpoint
Effort: medium

Benefits

Benefits detected in the listing.

Vision