Operations Support Specialist Hybrid Edmonds, WA (2 days per week in office)
About the Role
We are seeking an experienced, hands-on Operations Support Specialist to own the operational, human resources, financial-administrative, and compliance functions that keep a growing, geographically distributed company running. This is a high-trust, generalist role: you will be the single point of ownership across HR and benefits, multi-state payroll and finance, vendor and insurance management, government and supplier registrations, and company event coordination. You will work closely with company leadership and partner with our external accountant and PEO to ensure the business operates smoothly and in full compliance across every state in which we employ people.
Our workforce currently spans 16 states, supported by a Professional Employer Organization (PEO). You will manage and coordinate these relationships rather than build them from scratch, while remaining the in-house owner of accuracy, deadlines, and follow-through.
Key Responsibilities
Human Resources & Benefits
- Administer the company's HRIS and oversee day-to-day HR operations.
- Manage health insurance and 401(k) programs: enrollment, eligibility, contributions, remittances, and annual renewals.
- Provide health and retirement plan coverage information to all eligible employees and manage the annual wellness program.
- Own onboarding and offboarding, including offer letters, NDAs, and new-hire setup.
- Complete I-9 verification and E-Verify processing.
- Maintain the employee handbook and company policies; recommend updates as the business grows.
- Administer compensation programs and calculate and process commission payments.
- Coordinate employment-based immigration matters (e.g., H-1B) with outside counsel and track application status.
Payroll, Finance & Bookkeeping
- Run monthly multi-state payroll and maintain accurate employee payroll records.
- Manage accounts payable and accounts receivable, including invoicing, expense report review and payment, and account reconciliation.
- Perform ongoing bookkeeping and monitor company bank accounts and deposits.
- Review payroll tax notices (e.g., withholding) and ensure they are corrected or paid; provide annual withholding rates to the payroll provider.
- Calculate and file monthly excise taxes.
- Partner with the company's external accountant on monthly reporting and on timely, accurate filing and payment of corporate and state taxes at year-end.
Multi-State Compliance & Registrations
- Maintain employer and payroll registrations across all states where the company employs staff (currently 16).
- Coordinate with the PEO on multi-state payroll, benefits, and employment compliance.
- Manage required government reporting, including monthly state reporting and federal surveys (e.g., Census Bureau).
- Complete government certifications and representations (certs & reps) and related documentation.
Procurement & Government Supplier Systems
- Set up and maintain company profiles in government and customer supplier systems, including SAM, PIEE, Ariba, Exostar, and Coupa.
- Manage the company trademark renewal/registration process.
Operations, Vendors & Insurance
- Manage business insurance and workers' compensation policies, including annual renewals, employee additions/removals, and renewal paperwork.
- Oversee facilities and office management, including office setup, furnishing, and ongoing needs.
- Maintain document control: ensure agreements and records are signed, filed, and tracked.
- Identify and engage outside vendors and professional resources (e.g., legal, benefits) as business needs arise.
Events, Travel & Communications
- Plan and coordinate company events, trade shows, and the annual meeting end to end: venue, lodging, transportation, catering, supplies, and on-site setup and teardown.
- Coordinate logistics for out-of-state team and customer events.
- Support trade show and marketing logistics, including branded merchandise and customer holiday mailings.
- Serve as an operations and communications liaison for leadership on select internal and external follow-ups.
Qualifications
Required
- 5 7 years of experience in business operations, HR, office management, or a blended administrative/operations role.
- Hands-on experience with multi-state payroll and employer compliance.
- Benefits administration experience (health and 401(k)) and familiarity with HRIS platforms.
- Working knowledge of bookkeeping fundamentals: AP/AR, invoicing, and account reconciliation.
- Exceptional organization, discretion with confidential information, and the ability to manage many concurrent workstreams independently.
Preferred
- Experience coordinating with a PEO across multiple states.
- Familiarity with government and supplier registration systems (SAM, PIEE, Ariba, Exostar, Coupa).
- Exposure to employment-based immigration processes (e.g., H-1B) and coordination with counsel.
- Experience supporting a small to mid-sized company or a distributed workforce.