US Staffing Operations Associate; US night shift

Position: 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 Responsibilities
Delivery & Administrative Support
Drive day-to-day delivery operations, providing executive support to ensure meetings run on time and all tasks are tracked to completion
Coordinate and track client and prime vendor submissions, ensuring resumes, rate sheets, and compliance documents are accurate and submitted on time
Administer platform access for all employees across various systems and tools
Prepare and send standard communications including experience letters, onboarding instructions, and status summaries as directed by leadership
Maintain accurate records of all interactions in ATS/CRM systems and produce weekly delivery reports
Accounting & Finance (US & India)
Manage day-to-day bookkeeping and supporting spreadsheets, including accounts payable, accounts receivable, and general ledger entries
Oversee client invoicing, payment posting, and follow-up on overdue payments in coordination with leadership
Reconcile bank and credit card statements; prepare weekly and monthly finance reports for leadership
Own timesheet collection and verification; ensure accurate payroll inputs for all employees and contractors
Run US payroll and coordinate India payroll with local accountants, ensuring compliance and on-time payments
HR Operations
Manage India HR administration including leave tracking, work-from-home records, holidays/festivals calendar, experience letters, and HR documentation
Handle 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 regulations
Own prime and sub-vendor onboarding paperwork and portal setup
Systems & Process Management
Administer key systems including ATS/CRM, Google Workspace, client portals, and E-Verify
Standardize and document core back-office processes; create checklists and SOPs for recurring weekly and monthly tasks
Internal Recruitment
Post job openings on job boards and company career pages for internal positions
Screen resumes and conduct initial phone screenings for internal hires
Schedule interviews and coordinate with hiring managers

Required Qualifications
2–4 years of experience in operations, finance, or office management within a US staffing firm (required)
Practical experience with Quick Books (or similar accounting software), payroll systems, spreadsheets, and basic financial reporting
Hands-on experience with ATS/CRM tools, job boards, and calendaring applications
Strong proficiency with spreadsheets (Excel/Google Sheets) and shared document platforms
Strong attention to detail, follow-through, and ability to manage multiple recurring deadlines independently
Comfort working with US and India teams across time zones
Excellent written and verbal communication skills