US Staffing Operations Associate (US night shift)

We are seeking a detail-oriented Operations Associate to own all back-office finance, HR operations, and core administrative processes. This role is critical to ensuring smooth day-to-day delivery, keeping leadership supported, and making sure nothing falls through the cracks. You will be the backbone of our operations, coordinating across US and India teams to maintain compliance, accuracy, and timeliness in everything we do.Key ResponsibilitiesDelivery & Administrative SupportDrive day-to-day delivery operations, providing executive support to ensure meetings run on time and all tasks are tracked to completionCoordinate and track client and prime vendor submissions, ensuring resumes, rate sheets, and compliance documents are accurate and submitted on timeAdminister platform access for all employees across various systems and toolsPrepare and send standard communications including experience letters, onboarding instructions, and status summaries as directed by leadershipMaintain accurate records of all interactions in ATS/CRM systems and produce weekly delivery reportsAccounting & Finance (US & India)Manage day-to-day bookkeeping and supporting spreadsheets, including accounts payable, accounts receivable, and general ledger entriesOversee client invoicing, payment posting, and follow-up on overdue payments in coordination with leadershipReconcile bank and credit card statements; prepare weekly and monthly finance reports for leadershipOwn timesheet collection and verification; ensure accurate payroll inputs for all employees and contractorsRun US payroll and coordinate India payroll with local accountants, ensuring compliance and on-time paymentsHR OperationsManage India HR administration including leave tracking, work-from-home records, holidays/festivals calendar, experience letters, and HR documentationHandle immigration and onboarding documentation for US and India (COI, MSAs, work orders, background checks as applicable)Maintain HR files, policies, and employee data, ensuring confidentiality and compliance with local regulationsOwn prime and sub-vendor onboarding paperwork and portal setupSystems & Process ManagementAdminister key systems including ATS/CRM, Google Workspace, client portals, and E-VerifyStandardize and document core back-office processes; create checklists and SOPs for recurring weekly and monthly tasksInternal RecruitmentPost job openings on job boards and company career pages for internal positionsScreen resumes and conduct initial phone screenings for internal hiresSchedule interviews and coordinate with hiring managersRequired Qualifications2–4 years of experience in operations, finance, or office management within a US staffing firm (required)Practical experience with QuickBooks (or similar accounting software), payroll systems, spreadsheets, and basic financial reportingHands-on experience with ATS/CRM tools, job boards, and calendaring applicationsStrong proficiency with spreadsheets (Excel/Google Sheets) and shared document platformsStrong attention to detail, follow-through, and ability to manage multiple recurring deadlines independentlyComfort working with US and India teams across time zonesExcellent written and verbal communication skills

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