HR Operations Specialist

About Reputation

Reputation has changed the way companies improve their customer experience through feedback. Based in Silicon Valley and founded in 2013, Reputation is the only platform that empowers companies to fulfill their brand promise by measuring, managing, and scaling their reputation performance in real-time, everywhere. Functioning as a business' eyes and ears in the spaces where customers talk, post, review, and recommend, Reputation AI-powered product stack analyzes vast amounts of public and private feedback data to uncover predictive insights for companies to act on, and improve their online reputations. Visit reputation.com to learn more.

Reputation continues to earn recognition as a trusted leader in both innovation and partnership. Most recently, the company was named an Inc. Power Partner, a distinction awarded to B2B organizations with a proven track record of helping clients thrive. Reputation was also officially Certified as a Great Place to Work, reflecting its commitment to cultivating a world-class culture that fuels long-term success for employees and customers alike.

Why work at Reputation?

• Reputation has achieved substantial annual recurring revenue from Global Fortune 1000 companies and continues to grow worldwide.

• We've secured significant funding from A-list venture capital firms such as Bessemer Venture Partner and Kleiner Perkins, including a major equity financing from Marlin Equity Partners in January 2022.

• Reputation is trusted by more than 250 partners, including Google, Meta, Yelp, Apple Business Connect, Healthgrades and Entrata.

• The platform is used by major automotive OEMs and thousands of their new vehicle dealerships. Additionally hundreds of healthcare systems and their locations, along with top property management firms have integrated Reputation within their organizations.

• Our executive management team is committed to building a performance-based culture where excellence is rewarded and careers are developed.

• Who thrives at Reputation? Managers who embody a player-coach mentality. Employees who value teamwork and cross-functional collaboration. People who emphasize perseverance and hustle over quick wins and luck.

• Our Mission: Help businesses always know what their customers are saying about them and always act on that feedback

We are seeking a detail-oriented and proactive HR Operations Specialist to join our People Operations team. This role is a cornerstone of our HR function, ensuring the smooth and efficient management of our day-to-day HR processes and the positive lifecycle experience of our employees. The ideal candidate will be a problem-solver with a strong understanding of HR compliance, systems, and best practices. This individual will act as a primary point of contact for employee inquiries and will play a key role in maintaining a compliant and supportive work environment across all our regions.

Responsibilities:

Employee Support & HR Inbox Management:

• Serve as the first point of contact for employee questions and requests, managing the HR inbox to provide timely and accurate support.
• Act as the primary escalation point for resolving both routine and complex operational issues, partnering with other teams and departments as needed to find solutions.

HR Compliance:

• Ensure all HR processes and policies adhere to federal, state, and local labor laws and regulations.
• Maintain and update labor law posters for all office locations and remote workforce.
• Stay current with changes in employment law to ensure ongoing compliance across all areas of oversight.

Employee Lifecycle Changes:

• Manage the operational aspects of the entire employee lifecycle, including but not limited to onboarding, offboarding, promotions, transfers, and personal data changes.
• Ensure a seamless and positive experience for all employees during these transitions across all our global regions.

Orientation Sessions:

• Lead and facilitate engaging new hire orientation sessions for our US and EMEA populations on a weekly basis.
• Regularly review and update orientation materials to reflect organizational changes and ensure new hires receive the most relevant information.

Employment Folders & Record Keeping:

• Maintain accurate and complete electronic employee files, ensuring all related documentation is filed correctly and in a timely manner.
• Perform accurate and efficient manual data entry, approvals and reviews of employee information in our Human Capital Management (HCM) system, Workday.
• Organize, maintain, and regularly audit personnel records to ensure data integrity and compliance.
• Continuously seek to improve and maintain the electronic personnel filing system for optimal efficiency and accessibility.

Contingent Worker Management:

• Support the end-to-end lifecycle of contingent workers, including onboarding, offboarding, and contract extensions.
• Ensure all contingent worker data is accurately documented in our systems.
• Conduct regular audits of our contingent worker population to ensure active statuses are correct and records are up-to-date.

Additional Responsibilities:

• Contribute to cross-functional projects and initiatives, representing the People Operations team and providing operational expertise.
• Assist with the coordination and tracking of required employee training, such as anti-harassment training.
• Proactively identify opportunities for process improvements and take the initiative on ad hoc People Operations projects and programs that support our overall business objectives.

Qualifications:

• High school diploma or equivalent (required) | Bachelor's degree in HR or related field (preferred) | or equivalent professional experience.
• Minimum of two (2) years of experience in Human Resources, or related field required.
• Strong understanding of HR principles, practices, and employment laws (federal, state, and local).
• Proficiency in Google Suite (Sheets, Docs, Slides) and/or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using HR Information Systems (HRIS), preferably Workday.
• Excellent written and verbal communication skills.
• Solid customer focus, communication, and relationship building skills.
• Excellent organizational skills and a high level of attention to detail.
• Proven ability to handle multiple priorities and manage time effectively in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently.
• A high degree of professionalism and the ability to maintain confidentiality with HR data

When you join Reputation, you can expect:

• Flexible working arrangements.

• Career growth with paid training tuition opportunities.

• Active Employee Resource Groups (ERGs) to engage with.

• An equitable work environment.

• We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status or disability status.

• At Reputation, we're committed to building a workforce that reflects a broad range of backgrounds, experiences, and perspectives. We believe that diversity strengthens our team, drives innovation, and helps us better serve our customers and communities. Through inclusive hiring practices and ongoing initiatives, we strive to create a workplace where everyone feels valued and empowered to contribute.

Additionally, we offer a variety of benefits and perks, such as:

• Flexible PTO for salary paid employees

• Hourly employees accrue PTO based on tenure and receive 5 sick days annually, available day 1

• 10 paid company holidays

• 4 company paid , "Recharge Days," which are wellness days off for the entire company

• Health, dental and vision insurance

• 401k

• Paid Parental Leave for all eligible employees as of day 1 of employment

• Employer paid short and long term disability and life insurance

• Employee Assistance Program (EAP)

• Access to a wide variety of unique perks and apps:

  • PerkSpot - Employee Discount Program

  • Wellhub (Gym Pass) - Access to wellbeing virtual apps, coaching and gym membership options

  • Carrot Fertility - Fertility & family forming, maternity, parenting, and hormonal health support

  • Omada - Virtual prevention and physical therapy program

  • Ladder -Life insurance to supplement outside of employer offering

  • SoFi - Financial wellbeing platform and 1:1 advice

  • Fetch - Pet insurance discount program

  • Spring Health for Guardian - Virtual mental health support

  • XP Health for Guardian (virtual eye-wear platform)

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

To learn more about how we handle the personal data of applicants, visit ourCandidate Privacy Notice.

Applicants only - No 3rd party agency candidates.