HR & Talent Operations Associate

Job Title: HR & Talent Operations Associate

Location: Remote

Reports To: COO

Department: HR, Admin and Finance

Works Closely With: CSM, Finance & Recruitment

Work Shift: Flexible, broken hours, 8 hrs/day, 5 days per week

Working Hours: Full-Time; 40 hours per week

Role Purpose

This role owns the back office of More Staffing — contracts, invoices, records, onboarding and reporting — and, once that base is running cleanly, extends into keeping deployed talent supported, performing and engaged. The role is built in two tiers so that the administrative foundation is proven before people-facing ownership is added.

Tier 1 — Core Scope (from day one)

Contracts, Invoicing & Finance Support

• Contracts and Invoice Creation and Management: Create and send contracts and invoices, monitor status until fully executed and paid, coordinate follow-ups, and maintain accurate records and file management.
• Recurring Invoice Processing: Send and track recurring invoices, ensuring clients meet payment deadlines.
• Masterfile Maintenance: Keep the Contracts and Invoices Masterfile, Client Activity Tracker and Client Masterlist current and accurate.
• Tool & Subscription Monitoring: Work with Finance to track all tool and subscription expenses monthly for accurate records and cost visibility.
• COGS Reporting: Prepare weekly COGS reports tracking recruiter time and hours per role and per client.

Talent Lifecycle Administration

• Onboarding – Documentation & Compliance: Prepare and manage Talent Agreements, Independent Contractor Agreements and W-8BEN forms; maintain accurate onboarding records for internal and external talent.
• Onboarding – Coordination & Setup: Coordinate tool access, tracker updates and internal notifications for a smooth start.
• Offboarding: Manage and conduct offboarding, ensuring all steps and documentation are completed.
• Talent Records Management: Maintain talent rosters, masterlists and movement records; keep Manatal and back-end file systems current.
• Hubstaff Assistance: Handle requests, onboarding inquiries and account setup.
• Certificate of Engagement Issuance: Process and distribute engagement certificates on request.

Data, Reporting & Systems

• Data Backtracking and Consolidation: Consolidate current and historical HR and admin data from company email and Google Drive into a complete, accurate dataset.
• Reporting & Dashboards: Build and maintain weekly and monthly HR and admin reports and dashboards with key insights for management.
• File Management: Organize HR and finance files for easy access and reference.
• Domain & Email Management: Maintain company domains and company email accounts, ensuring access and correct configuration.
• SOP Creation: Develop and maintain SOPs for internal processes.
• Process Gap Identification: Surface breakdowns, bottlenecks and manual workarounds observed in day-to-day work. Bring each one to the COO with a proposed fix; implement and document the agreed fix as an SOP. This is an expectation of the role, not an occasional extra.

Internal Team Engagement

• Engagement Calendar: Own a rolling 90-day engagement calendar for the More Staffing internal team — planned and published in advance, not arranged week to week.
• Virtual Engagement Activities: Plan and run recurring virtual activities (e.g. book club, games, learning sessions), including scheduling, reminders, materials and attendance tracking.
• Recognition & Milestones: Ensure birthday and work-anniversary greetings are posted in the relevant Slack channel on the correct day, from a maintained milestone calendar. Zero missed dates is the standard.

General

• Ad Hoc Tasks: Additional administrative and operational support as needed.

Tier 2 — Talent Success Scope (added after the 3-month review)

Added once Tier 1 is running reliably and unsupervised. The rate will be increased at this stage.

Managed / Partnership Model Account Support

• Monthly Talent Calls: Conduct a monthly one-on-one call with every hire under the Managed / Partnership Model to confirm the engagement is on track, the talent is supported, and performance expectations are being met. Calls are scheduled in the calendar a quarter ahead, not booked reactively.
• Performance & Availability Monitoring: Review output and availability signals (Hubstaff time, client feedback, deliverable cadence) against expectations. Flag discrepancies to the COO and CSM within 24 hours of identifying them, with the supporting evidence.
• Coaching Coordination: Coordinate and track coaching and development activity for managed-model talent — scheduling, follow-through on agreed actions, and documentation of outcomes.
• Social Events: Plan and run social events for managed-model talent under an agreed annual calendar and budget.
• Check-In Documentation: Record every check-in against a standard template so notes are searchable and reportable, and surface patterns across the cohort in the monthly report.

Talent Check-Ins & Retention Recommendations

• Concern-Triggered Check-Ins: Conduct check-ins when a client raises a concern; handle end-of-contract (EOC) and final check-ins as engagements approach expiration.
• Performance Reviews: Conduct performance reviews, collect feedback and identify areas for growth.
• Rehire Eligibility Recommendation: Following a client-raised concern or a separation, assess against a defined rubric whether the talent should be given a second chance, redeployed to a different client, or marked not eligible for rehire. Document the evidence and submit a written recommendation to the COO, who makes the final call. Maintain the rehire-eligibility flag in Manatal once decided.

Note: the rehire recommendation is a recommendation, not an independent decision. The COO retains the decision.

Required Attributes

• Exceptional organization: Manages a high volume of parallel, deadline-bound items across contracts, invoices, onboarding and check-ins without items falling through. Works from a calendar and a tracker, not from memory or inbox order.
• Attention to detail: This role touches contracts, invoices and direct client email. Errors are visible to clients and cost money. Accuracy in names, dates, figures and terms is non-negotiable.
• Forward planning: Schedules recurring commitments — check-ins, engagement activities, invoice cycles, milestone greetings — ahead of time in the calendar rather than reacting to them.
• Written communication: Clear, professional, plain English in client-facing email. Comfortable following up on unpaid invoices and unsigned contracts without escalation.
• Ownership and problem-solving: Notices when a process is broken and brings a proposed fix rather than only the problem.
• Discretion: Handles compensation, contract and performance information confidentially.
• Judgment (Tier 2): Able to hold a difficult conversation with talent about performance, and to form and defend an evidence-based view on retention.

Tools

• Manatal, Hubstaff, Google Workspace (Drive, Sheets, Calendar, Gmail), Slack, QuickBooks, Notion.