HR Operations Coordinator

Job Description
Our client National Quality Systems (NQS) is in search of a HR Operations Coordinator. This is a remote position.

About National Quality Systems

National Quality Systems (NQS) is a healthcare SaaS company headquartered in Winter Park, Florida. NQS builds and supports clinical registry platforms serving trauma, burn, and emergency general surgery programs across the United States. Our platforms connect clinical outcomes with operational and financial performance data, helping healthcare organizations improve patient care and program performance. NQS is a remote-first company committed to building scalable systems, a high-performance culture, and a strong employee experience.

Experience and Skills
Position Summary

The HR Operations Coordinator supports HR operations, payroll processing, and general administrative functions across NQS. This role serves as a key operational resource for NQS executive leadership, ensuring HR processes, payroll activities, and company logistics are executed accurately and on time. The ideal candidate is organized, detail-oriented, and comfortable working across multiple functional areas in a fast-moving, remote environment. This is a fully remote position with occasional travel required.

Key Responsibilities

HR Operations

• Assist with drafting offer letters, employment agreements, and other HR documents for review and approval by executive leadership
• Support the onboarding process for new employees including coordination of background checks, Paychex Flex setup, I-9 documentation, and pre-start communications
• Maintain and organize employee files in SharePoint and NQS HR systems in compliance with recordkeeping requirements
• Support employee recognition activities and internal HR communications
• Assist with performance management administration including scheduling review cycles and tracking completion in Paychex Flex
• Support compliance activities including E-Verify, employment eligibility documentation, and audit preparation
• Assist with HR policy documentation, SOPs, and internal process updates as directed

Payroll and Tax Coordination

• Process and administer payroll in Paychex Flex on a scheduled basis, ensuring accuracy of hours, deductions, and compensation data
• Support multi-state payroll tax compliance by coordinating with the company's external accounting firm and legal support to ensure state tax registrations and nexus obligations are tracked and addressed
• Assist with new state registration processes as NQS expands its remote workforce footprint
• Identify and escalate payroll discrepancies or compliance concerns to executive leadership
• Maintain payroll records and support documentation for internal and external audits

Administrative and Planning Support

• Coordinate logistics for company in-person meetings and travel including RFP coordination for venues, hotel blocks, and travel arrangements
• Support calendar coordination for executive leadership as needed
• Assist with administrative tasks and special projects assigned by executive leadership
• Support preparation and organization of internal documents, presentations, and company communications
• Assist with vendor coordination and follow-up related to HR and operational service providers

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, Accounting, or a related field
• Minimum of 3 years of experience in HR operations, payroll administration, or a comparable administrative support role
• Demonstrated experience processing payroll in an HRIS or payroll platform
• Working knowledge of multi-state payroll concepts and tax compliance fundamentals
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• High attention to detail and accuracy in document preparation and data entry
• Proficiency with Microsoft Office Suite including Word, Excel, and SharePoint
• Strong written and verbal communication skills
• Ability to handle confidential employee information with discretion and professionalism
• Legal authorization to work in the United States

Preferred Qualifications

• Experience with Paychex Flex or a comparable HRIS platform
• Familiarity with multi-state employment compliance and state tax registration processes
• Prior experience supporting HR operations in a remote or distributed workforce environment
• Experience coordinating travel logistics or vendor RFP processes
• Exposure to healthcare or SaaS industry environments
• PHR, SHRM-CP, or comparable HR certification is a plus

Work Environment

This is a fully remote position within the United States. Occasional travel for company meetings, in-person planning sessions, or other organizational events may be required.

Compensation

The anticipated salary range for this position is $75,000 to $85,000 annually, commensurate with experience and qualifications. NQS offers a competitive benefits package including health insurance, paid time off, and additional benefits as outlined in the company's benefit plan documents.

Compliance, Legal, and Employment Statements

Equal Opportunity Employer

National Quality Systems is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Individual salaries that are offered to a candidate are determined after consideration of numerous factors including internal equity, market data, the candidate's qualifications- including but not limited to specialty skills, prior relevant industry experience, relevant degrees or certifications. The salary range estimate below is inclusive of all departments, and offered salaries may vary within the given range between departments. A reasonable estimate of the base salary range for this level is $75,000 - $85000 annualized and other competitive benefits.

At-Will Employment

Employment with National Quality Systems is at will. This job description is not a contract of employment. NQS may modify the duties, responsibilities, or requirements of this role at any time based on organizational needs and at its discretion.

Confidentiality and Data Security Requirements

This position may involve access to confidential and protected patient information. All employees must comply with HIPAA regulations and adhere to company policies, SOC 2 requirements, and industry standards related to data privacy, security, and proper handling of protected health information. Compliance with all NQS privacy and security protocols, including practices consistent with HITRUST frameworks, is mandatory.

Reasonable Accommodation

Applicants who require a reasonable accommodation at any stage of the application process, or employees who need an accommodation to perform the essential functions of their role, should contact the NQS Human Resources team.

Pre-Employment Requirements

Employment may be contingent upon successful completion of required background checks, verification of eligibility to work in the United States, and any additional pre-employment screenings as required by NQS.

Other Duties

This job description is not intended to be all-inclusive and may be modified at any time to reflect changing business needs. Additional duties may be assigned as required.

Ongoing Review

Job descriptions at NQS are reviewed periodically to ensure continued compliance with evolving industry, state, and federal standards. This document is subject to revision as organizational needs change.

Employee Acknowledgement

By signing below, I acknowledge that I have received, read, and understand this job description. I understand that this document does not constitute a contract of employment and that my employment with National Quality Systems is at will. I agree to follow all organizational policies, procedures, and applicable legal requirem