Service Operations Specialist - MI, On Site

Vensure Employer Solutions•Troy, MI

6h•Onsite

About The Position

The Service Operations Specialist is responsible for supporting the seamless delivery of client services across payroll, tax, HRIS, and account management workflows. This role serves as a primary point of contact for an assigned client base, ensuring accurate payroll processing, responsive issue resolution, and consistent service execution in alignment with department SOPs. The Specialist coordinates user setup, provides system training, manages client inquiries, analyzes data for process improvements, and collaborates with internal teams to drive client satisfaction and retention. This position is performed in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate-controlled with typical office lighting and low to moderate noise levels. The role involves extended periods of screen time, in-person collaboration and meetings, and minimal exposure to physical hazards. Regular, on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement in activities.

Requirements

Ability to adapt to change, support team transitions, and guide staff through evolving processes, systems, and organizational expectations.
Excellent communication and interpersonal skills, with the ability to collaborate effectively across teams and build positive working relationships.
Communicates clearly and professionally in both written and verbal formats.
Strong time management skills, with the ability to prioritize effectively in a fast paced environment.
Flexibility to perform a variety of assignments as needed.
Strong ability to collaborate effectively with internal departments to support seamless operations and workflow coordination.
Strong work ethic and commitment to teamwork, contributing positively to a collaborative and supportive work environment.
Demonstrated ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion.
Exceptional attention to detail, including the ability to thoroughly review printed documents and ensure they meet quality and accuracy standards.
Maintains high levels of organization.
Follows through on tasks reliably and ensures accuracy in documentation and communications.
High school diploma or equivalent combination of experience, skills, education (including other relevant non-traditional degree programs, or job training programs) required.
Experience in Microsoft Office software (Outlook, Teams, Excel, PowerPoint) and demonstrated ability to learn other applications as needed.
Sedentary Work: Occasionally involves sitting for extended periods, often at a desk or computer.
Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
Mobility: Occasionally walking or traversing throughout the office to meet with leaders and other employees.
Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.
Lifting & Carrying: Minimal physical lifting required, but may involve handling documents, and lifting light office supplies.
Strategic Thinking : High level of concentration required to develop and implement strategies.
Decision Making : Ability to make quick, informed decisions based on data and market conditions.
Attention to Detail : High level of accuracy needed for managing presentations, reports and communications.
Problem-Solving : Continuous need to identify and resolve issues that may impact performance.
Multitasking : Manage multiple tasks and projects simultaneously, often under tight deadlines.
Stress Management : Ability to handle high-pressure situations calmly and effectively, especially when dealing with client concerns.
Interpersonal Skills : Strong ability to build relationships and communicate effectively with employees, managers, clients, and external vendors.
Cultural Sensitivity : Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
Written Communication : Prepare clear and concise documentation, including emails and notes.
Verbal Communication : Conduct presentations and employee training sessions; provide clear instructions and support to clients, employees and managers.

Nice To Haves

1-2 years of experience in customer service, payroll, HRIS, or related PEO/ASO/HCM environment preferred.
Experience with systems such as PRISM preferred but not required.

Responsibilities

Act as the main point of contact for assigned clients, providing guidance, troubleshooting support, and timely responses to inquiries.
Coordinate user setup and deliver training for client-facing systems including payroll platforms, reporting tools, HRIS, and service portals.
Maintain proactive client touchpoints to reinforce strong working relationships and support retention efforts.
Lead or participate in client meetings to discuss escalations, system needs, or service opportunities.
Manage and escalate client issues through documented processes, including submitting cases to internal departments for resolution.
Process payroll accurately and timely in accordance with federal, state, and local regulations as well as company policies.
Pull and manage new hire imports, timesheet files, and other payroll inputs to ensure accurate pay calculations.
Review payroll data for accuracy and address discrepancies prior to final submission.
Calculate pay changes, status adjustments, and terminated employee final pay while following applicable laws.
Assist with off-cycle payrolls, manual checks, and payroll adjustments with proper documentation.
Assist clients with state tax account registration requirements, provide education on payroll tax questions, and gather required account credentials.
Maintain and update HRIS employee records, including new hires, terminations, status changes, and I-9 management.
Coordinate with Tax, Benefits, HR, and Operations teams to ensure seamless service delivery.
Provide technical support and troubleshooting for HRIS or payroll system-related issues for clients and employees.
Build, maintain and promote relationships with team members, peers across disciplines, and all other company team members ensuring effective coordination of communications and services affecting clients.
Provide backup support during high-volume periods or team member absences.
Attend webinars and training to stay up to date on best practices related to the company and department.
Assist in maintaining team resources such as checklists, templates, and reference materials.
Complete projects and other duties as assigned by supervisor.

Benefits

Health Insurance : Medical, dental, and vision coverage
Retirement Plan : 401(k) with company match
Paid Time Off : PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law
Life insurance
Short term disability
Long term disability
Employee assistance program (EAP)
Flexible spending account (FSA)
Health savings account (HSA)
Identity theft protection
Critical illness
Accident
Cancer
Hospital protection
Legal and pet insurance.