Administrative Assistant [T500-19280]

Talent500 is hiring for one of its Clients:

About Smith & Howard:

Founded over half a century ago, on the guiding vision of Jim Howard and Joe Smith, Smith + Howard has grown into a family of companies serving clients across the globe through our tax, accounting and advisory solutions. The company has been dedicated to empowering businesses and individuals to achieve their financial goals through their personal and responsive client service. Smith + Howard is proud to have helped countless entrepreneurs find success and build thriving businesses. At Smith + Howard’s integrated Indian hub in Bengaluru, Smith + Howard Advisory LLC, is focused on ushering in the next wave of innovation in the accounting industry. If you’re eager to work on challenging projects in the global audit, tax and accounting space, this is your chance to join a truly remarkable team.

Location:

Bangalore, India – Work from Office

Work Schedule:

Full-Time | Monday to Friday

Shift 2pm to 11pm

Reports To:

Office Admin Supervisor (U.S.-based)

Functional oversight by Admin – Manager, India

Position Summary:

Smith + Howard Global Services LLP is seeking a skilled and detail-oriented Administrative Operations & Onboarding Specialist to provide full-time support to our client in U.S. administrative and human capital operations. This position plays a critical dual role: managing end-to-end onboarding and payroll coordination for U.S. employees and offering structured support to both our U.S. administrative function and HR operations.

The ideal candidate brings a background in HR coordination, onboarding, payroll or benefits processing, along with the organizational mindset of an executive assistant. This position requires exceptional attention to detail, process discipline, strong communication skills, and the ability to manage multiple deliverables independently while collaborating across global teams.

Key Responsibilities:

Onboarding & Employee Lifecycle Management

• Serve as the first point of contact for new U.S.-based hires and contractors.
• Manage end-to-end onboarding processes including documentation, compliance, and communication.
• Ensure timely collection and verification of forms (W-4, I-9, direct deposit, tax elections).
• Schedule drug screenings, background checks, and e-Verify updates.
• Maintain accurate employee data in Bullhorn ATS, iSolved, and internal systems.

Payroll Support & Time Management

• Monitor weekly timesheet submissions via Peoplenet; follow up on discrepancies.
• Coordinate with U.S.-based accounting team (CPAs, payroll vendors) for payroll inputs.
• Validate timesheets, commissions, reimbursements, and new hire files for payroll accuracy.
• Generate and maintain payroll audit reports and communication logs.

Benefits Administration & Compliance Coordination

• Assist with U.S. benefits enrollment, terminations, and claims processing.
• Coordinate with third-party benefit platforms like Employee Navigator and Gravie.
• Respond to employee queries regarding coverage, eligibility, and policy timelines.
• Maintain compliance with applicable U.S. employment and benefits laws.

Administrative Coordination & Executive Support

• Support internal communications, email management, and meeting follow-ups.
• Assist in preparing reports, trackers, employee verifications, and presentation decks.
• Liaise with IT, HR, and facility vendors for tickets, access, and operational support.
• Schedule leadership meetings, onboarding sessions, and team announcements.
• Track administrative SLAs, weekly status dashboards, and project calendars.

Document Management & AP Classification

• Organize and maintain digital and physical records across HR, payroll, and AP documentation.
• Classify and file AP items in coordination with the billing / accounts team.
• Prepare assignment reports, separation files, and internal HR memos for approval.

Qualifications:

Education:

• Bachelor’s degree in human resources, Business Administration, Commerce, or related field.

Experience:

• 4–6 years of experience in administrative operations, onboarding, HR coordination, or payroll support — preferably for U.S.-based clients.
• Experience supporting staffing, consulting, or professional services firms preferred.

Technical Proficiency:

• Top preference for candidates with experience using tools such as Bullhorn, iSolved, Peoplenet, Employee Navigator, BambooHR.
• Strong Excel skills (Pivot Tables, VLOOKUP, formatting, data audits).
• Proficient with Microsoft Outlook, Teams, Word, PowerPoint, and PDF editing tools.

Communication & Soft Skills:

• Strong verbal and written English skills; confident in liaising with U.S. stakeholders.
• Exceptional attention to detail, accuracy, and time management.
• Proactive mindset with strong follow-through and task ownership.
• Ability to handle confidential information with discretion.

Work Environment and Schedule:

• Full-time, offshore role aligned to U.S. Shift and India time 2pm to 11pm or best possible shift as per Bangalore rostering guidelines.
• Requires flexibility for occasional early morning or late evening calls with U.S. leaders.
• Role will involve working independently and across virtual global teams.