People Operations Associate

ProphetX•New York, NY

About The Position

People Operations at ProphetX is a modern, business-focused function. The team has established core processes and infrastructure, including compliance, an ATS, an employee handbook, documented onboarding and offboarding, engagement surveys, performance reviews, and AI-assisted workflows. As ProphetX grows toward 75+ employees, the People Operations Associate will maintain and improve this foundation by managing employee lifecycle activities, keeping compliance and benefits administration current, and improving processes. This is an early-career role with ownership and room to grow. The role coordinates recruiting, onboarding, and offboarding; maintains employee records, signatures, and compliance documentation; supports benefits and open enrollment; and improves reporting and administrative processes. It also provides first-line backup for time-sensitive People Operations tasks and keeps documentation, checklists, and trackers current as the company grows.

Requirements

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.
Prior experience with relevant work such as scheduling interviews, tracking signatures, running onboarding, or maintaining employee records.
Comfort with high-volume administrative work and persistent, professional follow-up.
Strong attention to detail and a record of meeting consequential deadlines, such as those involving start dates, filings, and enrollments.
Ability to build spreadsheets and trackers, clean data, and identify anomalies.
Embraces AI tools such as Claude as part of daily work.
Continuous-improvement mindset and willingness to fix manual processes.
Comfort switching between onboarding, scheduling, compliance, and reporting in the same day.
Clear, professional written communication and sound judgment with confidential information.
Proficiency with Google Workspace and Slack, and ability to quickly learn HRIS, ATS, and payroll tools.

Nice To Haves

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.

Responsibilities

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 EEOC-compliant templates.
Prepare and execute onboarding checklists, including Gusto setup, Rippling device provisioning, system access, and day-one readiness.
Send, track, and follow up on offer letters, handbook acknowledgments, agreements, and required forms until 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 state registration and payroll-filing trackers, and escalate approaching deadlines to the Head of People Operations.
Handle confidential employee information with discretion, with access to sensitive data granted on a need basis.
Support open enrollment end to end, including employee communications, enrollment questions, deadlines, and follow-up.
Identify repetitive or manual workflows, document, simplify, or automate them, and measure results before and after.
Serve as first-line backup for time-sensitive People Operations tasks.
Keep documentation, checklists, and trackers current as headcount grows, and flag when volume begins to outgrow a process.