People Operations Specialist in Costa Mesa, California at Agile Occupational Medicine LLC

Position Summary

The People Operations Specialist owns and administers defined People & Culture operations for Agile Occupational Medicine, including leave of absence administration, onboarding program administration, workers' compensation coordination and administration, HR compliance workflows, employee records governance, HR inbox triage, training and program logistics, SharePoint/HR process maintenance, and process streamlining support.

This role performs office and non-manual work directly related to the management and general business operations of the organization. The Specialist is expected to exercise discretion and independent judgment in prioritizing HR operational matters, interpreting established HR policies and procedures for routine employee and manager inquiries, identifying documentation or compliance gaps, recommending process improvements, and escalating complex, sensitive, or legally significant matters to the People & Culture Manager.

The People & Culture Manager provides oversight and guidance for complex employee relations, legal, policy, accommodation, and risk-sensitive matters; however, this role is expected to independently manage recurring HR workflows, maintain accurate case and program records, and drive timely follow-through across assigned HR programs.

Compensation: Starting compensation range is $72,000.00- $75,000.00 annually. Exact compensation may vary based on skills, experience, and location.

Responsibilities

Leave of Absence Program Administration

• Own the day-to-day administration of Agile's leave of absence process, including intake, documentation tracking, employee and manager communications, case file maintenance, and return-to-work coordination.
• Evaluate leave requests and related documentation for completeness, timing, and next-step requirements; identify missing, inconsistent, or unclear information and determine appropriate follow-up.
• Prepare and distribute routine leave forms, notices, reminders, and status updates in accordance with established company procedures and applicable HR guidance.
• Maintain the LOA tracker and case files to ensure records are current, complete, organized, and audit-ready.
• Maintain leave timelines, key dates, certification deadlines, follow-up reminders, return-to-work dates, and required documentation checkpoints to support timely and consistent leave administration.
• Coordinate with the HR Generalist and HR Manager on leave-related benefits continuation, premium collection communications, and employee status updates as needed.
• Exercise judgment in determining when leave matters require escalation, including potential ADA/FEHA accommodation issues, complex medical certifications, overlapping leave rights, job protection concerns, benefits issues, or employee relations risk.

Onboarding Program Administration

• Own assigned provider and non-provider onboarding workflows from pre-boarding through first-day readiness and early training completion.
• Coordinate pre-boarding steps, system setup, equipment requests, onboarding packets, orientation schedules, training calendars, and first-day communications in partnership with IT, Payroll, Credentialing, Medical Leadership, hiring managers, and center managers.
• Prepare provider onboarding packets — compiling credentialing checklists, orientation schedules, and welcome materials in advance of start dates.
• Evaluate onboarding status across new hires, identify delays or gaps, and independently coordinate routine resolutions to ensure new hires are prepared to start successfully.
• Serve as the day-to-day onboarding point of contact for new hires and managers, providing routine guidance and connecting them with appropriate HR resources as needed.
• Support new hire orientation facilitation by preparing materials and presenting routine process content as appropriate.
• Maintain onboarding templates, checklists, SharePoint resources, and tracking tools to support a consistent new hire experience across locations and role types.

Offboarding Coordination

• Own the coordination of employee offboarding logistics — including separation checklists, equipment return, system access termination coordination with IT, and final paycheck coordination with payroll.
• Distribute and collect exit survey materials and route feedback to the People & Culture Manager.
• Ensure all offboarding documentation is complete, filed accurately, and retained in accordance with company policy.
• Maintain terminated employee file records in SharePoint and confirm closure of all open onboarding or compliance items.
• Escalate sensitive separations, involuntary terminations, and complex offboarding situations to the People & Culture Manager.

HR Operations, Employee Support & Issue Triage

• Serve as the primary day-to-day owner of the HR support inbox, independently reviewing, prioritizing, routing, and resolving routine employee inquiries in accordance with company policy and established HR practices.
• Evaluate incoming HR inquiries to determine urgency, sensitivity, appropriate next steps, and whether escalation to the People & Culture Manager, HR Generalist, HR Manager, Payroll, Benefits, IT, or other stakeholders is required.
• Provide policy-based guidance to employees and managers on routine HR matters, including onboarding, Paylocity navigation, benefits routing, leave intake, policy acknowledgments, training completion, and general HR procedures.
• Coordinate with center managers and operational leaders across Agile locations to support HR process completion, document collection, onboarding readiness, postings, and employee follow-up.
• Track open HR operational matters, determine appropriate follow-up cadence, and ensure timely resolution or escalation.
• Process employment verification requests accurately and promptly, maintaining records of verifications completed.
• Manage EDD claim response workflows — gathering relevant documentation, preparing responses, maintaining records, and ensuring timely submission
• Identify recurring employee questions, workflow gaps, or communication issues and route them for inclusion in FAQs, SharePoint resources, templates, or workflow updates.

HR Compliance, Records Governance & Audit Readiness

• Own assigned HR compliance and records-management workflows, including labor law posting coordination, HR document retention, policy acknowledgment tracking, personnel file organization, and audit preparation.
• Maintain labor law postings across clinic locations, including tracking updates, coordinating replacement postings, and confirming location-level completion.
• Review HR files and records to identify missing documentation, inconsistent filing, retention concerns, or compliance gaps, and recommend corrective action to People & Culture leadership.
• Coordinate HR audit preparation, including workers' compensation audits, I-9 audits, termination file reviews, personnel file audits, and document retention reviews.
• Support legal discovery and records requests under the direction of the People & Culture Manager by gathering documentation, organizing files, identifying potential gaps, and coordinating timely responses. Discovery matters related to payroll and benefits will be handled by the HR Generalist and HR Manager, with coordination support from this role as needed.
• Maintain HR templates, forms, trackers, and reference documents in SharePoint to ensure materials are current, accessible, and aligned with People & Culture processes.
• Maintain confidentiality of employee records, medical information, workers' compensation documentation, leave files, personnel records, and other sensitive information in accordance with company policy and applicable privacy expectations.

Workers' Compensation Coordination & Administration

• Own the day-to-day administration of Agile's workers' compensation process, including intake, incident report collection, claim initiation support, carrier coordination, documentation tracking, employee and manager follow-up, and return-to-work status updates.
• Review workers' compensation documentation for completeness, timeliness, and next-step requirements; identify missing or inconsistent information and coordinate appropriate follow-up with employees, managers, and the carrier.
• Maintain workers' compensation timelines, claim status, work restrictions, carrier updates, return-to-work dates, follow-up reminders, and required documentation checkpoints to support timely and consistent claim administration.
• Exercise judgment in determining when workers' compensation matters require escalation, including disputed facts, complex claims, potential ADA/FEHA accommodation issues, litigation risk, return-to-work concerns, or inconsistent medical documentation.

HR Systems, SharePoint & AI-Enabled Process Improvement

• Maintain the HR SharePoint library, including uploading new documents, archiving outdated materials, organizing folder structures, and ensuring employees and managers can access current resources.
• Use Microsoft Office 365, SharePoint, and other approved systems to maintain trackers, organize documentation, support reporting, and improve HR workflow visibility.
• Leverage approved AI tools responsibly to support HR operations, including drafting routine communications, summarizing non-confidential workflow notes, creating checklists, improving templates, and identifying process efficiencies.
• Ensure all AI-assisted work is reviewed for accuracy, confidentiality, tone, compliance, and alignment with company expectations before use or distribution.
• Use approved AI tools in accordance with company confidentiality, privacy, and data-security expectations, including avoiding entry of confidential employee information, medical information, personnel records, legal documents, or other sensitive data into AI tools unless expressly authorized.
• Support People & Culture leadership with streamlining HR workflows across LOA, onboarding, workers' compensation, HR inbox, compliance, and employee programs through automation, SharePoint enhancements, AI-assisted resources, templates, process documentation, and practical workflow improvements.

HR Program, Training, Wellness & Recognition Administration

• Coordinate scheduling and logistics for HR programs, training sessions, and team meetings, including calendar invites, room or platform setup, attendance tracking, and materials distribution.
• Assist with training material development, including agendas, facilitator guides, job aids, slide content, reference documents, and employee-facing resources as directed by People & Culture leadership.
• Support HR-led training facilitation by preparing materials, presenting routine process content as appropriate, maintaining attendance records, filing signed training logs, and documenting follow-up items.
• Administer performance review cycle logistics, including communications, timeline tracking, completion follow-up, manager reminders, and records maintenance.
• Track compliance training completion across the organization and follow up with employees and managers on incomplete or overdue trainings until resolved.
• Coordinate Agile's employee wellness program, including maintaining the wellness calendar, communicating upcoming initiatives, tracking participation, gathering employee feedback, and recommending programming ideas.
• Support the execution of Agile's employee recognition program, including nomination coordination, award logistics, tracking records, recognition communications, and event support.
• Partner with the HR Generalist and HR Manager on benefits-adjacent wellness initiatives; Paylocity configuration or benefits system setup will be coordinated through the HR Generalist and HR Manager.

Benefits Administration Support (Cross-Training)

• Serve as a support resource for general employee benefits questions, routing inquiries to the HR Generalist and escalating as needed.
• Support the HR Generalist with benefits administration tasks as part of ongoing cross-training; this is a developmental function and not the primary responsibility of the role.
• Act as backup for basic benefits coordination when the HR Generalist is unavailable, as cross-training allows.
• Escalate all complex benefits matters, claims issues, and compliance questions to the HR Generalist or HR Manager.

Incidental Administrative & Office Operations Support

• Perform routine administrative support for the People & Culture function as needed, including scanning, filing, copying, preparing materials, organizing documents, and supporting meeting or training logistics.
• Assist with retrieving, sorting, scanning, and routing HR-related mail and correspondence, including documents related to leaves, benefits, workers' compensation, employment verifications, EDD responses, and employee records.
• Handle sensitive and confidential information with discretion at all times.
• While this role includes some administrative and office support, the primary focus is on HR operations, leave administration, onboarding, workers' compensation coordination, compliance support, and process improvement.

• 3–4 years of HR administrative, HR operations, coordinator, specialist, or comparable People Operations experience required; 5+ years preferred.
• Hands-on experience administering leave of absence, onboarding, workers' compensation, employee records, compliance tracking, or HR operations workflows required.
• Experience leveraging approved AI tools to improve HR processes, draft routine communications, build checklists/templates, summarize workflow information, or support operational efficiency strongly preferred.
• Working knowledge of FMLA, CFRA, PDL, ADA/FEHA accommodation concepts, workers' compensation coordination, return-to-work processes, and California employee records requirements required; multi-state HR compliance experience preferred.
• Experience with SharePoint and Microsoft Office 365 required; familiarity with Paylocity or comparable HRIS strongly preferred.
• Proficiency in Microsoft Office 365, including Outlook, Teams, Word, Excel, and SharePoint.
• Strong written communication skills, sound judgment, high attention to detail, and reliable follow-through.
• Ability to manage multiple open workflows, prioritize competing deadlines, and escalate appropriately.
• Ability to handle confidential information with discretion, professionalism, and sound judgment.
• Bachelor's degree preferred; equivalent experience considered.

Benefits

• Comprehensive benefits package, including medical, dental, vision, life, and disability insurance
• 401(k) plan with employer match
• Paid time off and company-paid holidays
• Excellent work-life balance with no required nights, weekends, or holidays

Why You Should Join Our Team

Agile Occupational Medicine is a leading occupational medicine group with a network of 42 centers dedicated to providing comprehensive healthcare services to businesses and their employees across California and Yuma, Arizona. We specialize in ensuring the health and well-being of workers through a range of medical services, including work injury care and employer services.

We are a rapidly growing organization with a fun and collaborative work environment. We are passionate about disrupting the world of occupational medicine, and we are committed to providing our customers and patients with the best possible experience.

Agile Occupational Medicine is an Equal Opportunity Employer. Agile does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided upon qualifications, merit, and business need.