[Hiring] People Operations Associate @ProphetX

Role 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.

Qualifications

• 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.
• 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.