Talent Operations Specialist

Job Title: Talent Operations Specialist

Location: Hiring team is open to Palo Alto, Irvine, Canada or Remote

Duration: 12 months initial term, with conversion to full-time employment possible based on performance

Schedule: 8-5 (1 hour non-billable lunch) Mon-Fri

Job Details

The People & Talent Operations Coordinator is a crucial role within our Talent pod, responsible for driving operational excellence across two core pillars: our Contingent Workforce Program and our onboarding compliance workflows (including Background Checks and I-9 verification). This individual will serve as a subject matter expert and the primary point of contact for stakeholders, vendors, and hiring managers, ensuring a seamless, compliant, and highly efficient onboarding experience for all workers.

Key Responsibilities

Contingent Workforce Management

• Program Oversight: Manage the end-to-end contingent workforce lifecycle, including the onboarding, tracking, and offboarding of temporary, contract, and freelance workers.
• System Governance: Maintain precise, up-to-date contract worker records within the HRIS/VMS, ensuring 100% data integrity and compliance with internal policies.
• Vendor & Partner Collaboration: Partner closely with third-party staffing agencies and vendors to facilitate timely placements, monitor contract compliance, and audit tax/legal documentation.
• Stakeholder Enablement: Serve as the main point of contact for business managers regarding contingent talent, addressing inquiries, troubleshooting access (including IT ticket management), and providing operational updates.
• Reporting & Analytics: Generate monthly/quarterly metrics on contingent workforce utilization, cost analysis, and contract tenure to inform business decisions.

Compliance & Talent Onboarding Support

• Background Checks & Screening: Initiate, track, and review comprehensive background screening workflows for new hires, flagging and escalating discrepancies as needed.
• Employment Eligibility (I-9 / E-Verify): Oversee the Form I-9 verification process and employment eligibility workflows, ensuring strict adherence to federal regulations and timeline compliance.
• Cross-Functional Support: Partner with the broader Talent pod (Candidate Support and Employee Onboarding) to provide operational redundancy and coverage during peak hiring seasons.

Qualifications & Skills

• Experience: 2-5 years of progressive administrative or operational experience within an HR/Talent Function (RIV 4 level autonomy expected).
• Technical Savvy: Hands-on experience with HRIS and VMS platforms; direct familiarity with Workday, ServiceNow, Jira, or Smartsheet is highly preferred.
• Compliance Acumen: Proven experience managing background check platforms, Form I-9 verification, and handling highly sensitive employee data with strict confidentiality.
• Communication & Presence: Exceptional verbal and written communication skills; ability to partner professionally with external vendors and internal leadership.
• Execution & Agility: A proactive, motivated self-starter who thrives with minimal guidance, effectively prioritizes a high volume of requests, and navigates fast-paced organizational changes with ease.
• Tools: Intermediate to advanced proficiency in Google Workspace.
• Education: Bachelor's degree preferred, or equivalent practical experience.