US Operations executive

Job Title: US Operations executive.

Location: Kalyani Nagar, Pune

Working hours: 7:00 PM to 5:00 AM IST (USA shift)

Job description:

Role Overview
The US Staffing Operations Executive (1-3 years of experience) in the IT, Professional, and Healthcare sectors oversees the complete post-offer candidate onboaring and compliance. This role acts as the primary driver for candidate document processing, data entry, and multi-state compliance. They bridge the gap between field talent, client managers, and corporate accounting by managing weekly and bi-weekly payroll, onboarding paperwork, multi-state verification rules (including E-Verify and vaccinations), expense management, and insurance audit readiness.

Key Responsibilities

1. Paperwork Initiation, Processing & Lifecycle Management

• Document Package Initiation: Generate and distribute comprehensive digital onboarding packages tailored to specific client needs and state jurisdictions.
• Candidate Response Management: Act as the direct point of contact for candidate queries regarding paperwork, reviewing all submitted documents for accuracy and completeness.
• Data Integration: Extract info from finished forms (like W-4s and I-9s) and enter it directly into central HR databases and applicant tracking systems.

2. Multi-State Regulatory Compliance

• State-Specific Onboarding: Adhere to varying state regulations regarding mandatory payroll cycles, pay transparency laws, and workplace disclosures.
• Targeted E-Verify Mandates: Run required electronic eligibility audits using the federal E-Verify System, enforcing mandatory private-sector rules in strict states like Florida, Georgia, and Indiana.
• State Reporting Compliance: Execute state-mandated new hire reporting protocols within each state's required legal timeframe.

3. Dual-Cycle Payroll & Expense Management

• Multi-Cycle Payroll Support: Collect, audit, and process weekly and bi-weekly timesheets for diverse project contractors across technical, professional, and healthcare domains.
• Hours Reconciliation: Drive client project managers to approve recorded hours, cross-referencing data within Vendor Management Systems (VMS) like SAP Fieldglass and Beeline.
• Expense & Stipend Administration: Review, approve, and process travel stipends, per-diems, and professional expense reimbursements in compliance with corporate policies and client-specific agreements.
• Accounting Hand-off: Compile and format error-free approved hours and expense logs to transition directly to corporate accounting for invoice generation.

4. Advanced Candidate Screening & Healthcare Logistics

• Background Check Coordination: Oversee the scheduling, tracking, and evaluation of criminal background checks and drug screenings based on specific client service agreements.
• Healthcare Compliance & Vaccinations: Track, verify, and maintain digital records of candidate clinical requirements, including titers, physical exams, and required healthcare vaccinations.

5. Insurance, Risk & Audit Management

• Certificates of Insurance (COI): Request, track, and maintain valid client and vendor insurance certificates to fulfill contractual requirements.
• Workers Compensation Audit Support: Classify working contractors under correct National Council on Compensation Insurance (NCCI) codes to minimize premium exposure.
• Audit Preparation: Organize quarterly payroll summaries, federal 941 reports, and individual earnings records for annual corporate workers' compensation insurance audits.

Role Specifications & Tools

Software and Technology Proficiency

• Applicant Tracking & CRM Systems: Advanced functional knowledge of staffing platforms like Jobdiva to monitor onboarding milestones and track clinical documentation.
• Time Tracking Software: Practical experience with workforce timekeeping modules such as Jobdiva and Quikbooks.
• Data Auditing Tools: Mastery of Microsoft Excel functions (including VLOOKUPs, XLOOKUPs, and Pivot Tables) to run internal billing audits and flag mismatched hours quickly.

Preferred Education & Experience

• Professional Background: 1-3 years of active experience in human resources operations, onboarding coordination, or back-office staffing management.
• Industry Focus: Prior experience explicitly handling operational steps for travel healthcare, per-diem medical, or IT staff augmentation models.
• Regulatory Literacy: Strong working familiarity with Department of Labor regulations and Department of Homeland Security (DHS) compliance rules.
• **Education:**Bachelors degree is nice to have.