Operations Support Administrator

Operations Support Administrator

The Operations Support Administrator is a multi-functional support role responsible for ensuring the accuracy and compliance of employee timekeeping and session systems while also providing general office, front-office, and entry-level administrative support.

Key Responsibilities

Timekeeping & Session Audit (Primary Focus)

· Perform daily, weekly, and bi-weekly audits of employee timecards and session systems to ensure accurate, compliant recording of:

• Clock-in/clock-out punches
• Meal and rest periods
• Overtime, double time, and premium pay
• Session start/end times aligned with scheduled services
• Appropriate task, service, and administrative coding

· Identify, correct, and document:

• Missing, overlapping, or duplicate punches
• Unapproved or excessive administrative time
• Inaccurate mileage, travel time, or session entries
• Improper or undocumented manual edits

· Ensure all corrections include required explanations and supporting documentation. · Monitor potential off-the-clock work, timekeeping irregularities, or policy concerns and escalate as appropriate. · Verify time-off entries align with approved requests and company policy.

Payroll & Compliance Support

• Support payroll processing by ensuring timecards are complete, accurate, and approved by established deadlines.
• Coordinate with employees to ensure timekeeping and sessions are completed timely and accurately.
• Verify overtime and schedule changes are pre-approved and compliant with applicable wage-hour laws.
• Maintain accurate audit trails and support documentation for payroll and compliance reviews. Coordinate with applicable management to discuss trends and corrective actions.

Entry-Level HR Administrative Support

· Serve as a first-line administrative support resource for employee questions related to:

• Timekeeping and session accuracy
• Basic HR processes (forms, documentation, routing of requests)

· Coordinate and route employee questions, concerns, and requests to the assigned HR Coordinator in accordance with established HR protocols. · Assist with distributing and collecting HR-related forms, acknowledgments, and documentation. · Support onboarding and offboarding processes, including:

• New hire paperwork coordination
• Timekeeping system access
• Badge creation and basic orientation support

· Maintain organized, confidential HR and personnel records in accordance with company policies. Note: This role does not provide policy interpretation, legal guidance, or employee relations determinations, and escalates such matters to the assigned Supervisor, HR Coordinator, or HR leadership.

General Office & Front-Office Support

· Open and close the office in accordance with established procedures. · Serve as a first point of contact for clients, visitors, and staff, both in person and over the phone. · Answer, screen, and route incoming calls; respond to general inquiries or direct callers to appropriate departments. · Assist clients and staff with check-in and basic administrative needs. · Maintain a professional, welcoming, and organized front-office environment. · Route scheduling inquiries and cancellations to appropriate operational staff.

Office Administration & Facilities Support

· Order, track, and restock office, clinic, and administrative supplies, as assigned or requested through site leadership. · Coordinate general office maintenance needs, including submitting service or repair requests, as requested by site leadership. · Monitor office spaces for safety, cleanliness, and organization; escalate issues as

Skills, Knowledge & Expertise

Required Qualifications

· High school diploma or equivalent required; associate's degree preferred. · 1–3 years of experience in operations administration, timekeeping, office support, or HR administrative support. · Experience interacting with employees, clients, or the public in a professional setting. · Strong working knowledge of electronic timekeeping systems (e.g., ADP or similar). · High level of attention to detail and organizational accuracy.

Preferred Qualifications

· Experience in healthcare, behavioral health, or other regulated environments. · Prior experience supporting HR administration or payroll audits.

Skills & Competencies

· Exceptional attention to detail and accuracy · Strong customer service and communication skills · Professional discretion with confidential information · Ability to triage issues and escalate appropriately · Strong follow-through and documentation skills · Ability to manage competing priorities and deadlines

Job Benefits

At Holding Hands, Inc., this isn't just a job, it's a chance to make a real difference. We support individuals with developmental and intellectual disabilities in living meaningful, independent lives. When you join our team, you become part of something bigger than yourself — a community built on compassion, dignity, and empowerment.

About Holding Hands OpCo LLC

Holding Hands was founded in 2003. We currently have 5 clinics based throughout LA County (Burbank, Calabasas, Los Angeles, Whittier, & Rosemead), plus we are opening at least 4 additional clinics this year! We serve over 1,500 neurodiverse individuals in the home, school, clinic, and community per week. We serve children, teens, and adults with various neurodiverse diagnoses such as Autism Spectrum Disorder, Down Syndrome, ADHD, Cerebral Palsy, Epilepsy, Anxiety, OCD, and related developmental and mental health needs. What differentiates us is our interdisciplinary and person-centered approach. With multiple modalities accessible, we can better support our clients and families' individual needs and provide training opportunities in different modalities. We provide ABA, Social Skills Groups, Modified Cognitive Behavior Therapy, Counseling and DIR®/ Floortime™ We take a person-centered approach and focuses on the child's strengths and individual differences, while developing an intervention plan that addresses his or her unique profile. "We practice what we preach" as diversity, equity, and inclusion is continuously embraced throughout Holding Hands. We serve a diverse population in a variety of SES areas and advocate for those who are underserved or may have barriers to access care. We are all learning and growing together and our company's culture promotes this space. Holding Hands is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression. Holding Hands Inc. does not and shall not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities/operations. These activities include staffing on cases, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, families, and our vendors. Holding Hands will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Holding Hands is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right's Department Fair Chance Act webpage. Apply Now