Operations Administrator

Overview

Company Overview:

Allied Universal®, North America’s leading security and facility services company, offers rewarding careers that provide you a sense of purpose. While working in a dynamic, welcoming, and collaborative workplace, you will be part of a team that contributes to a culture that positively impacts the communities and customers we serve.

Job Description

Allied Universal® is hiring a Operations Administrator. The Human Resources Operations Administrator is responsible for the end-to-end administration of the organization's San Francisco Paid Parental Leave Ordinance (PPLO) program, including managing cases, tracking leave, following up with employees, managers and local Human Resources team, and ensuring accurate and timely PPLO payments. The role also supports onboarding processes for new hires joining through acquisitions, and owns the monthly zero hours report process. This position is considered a versatile utility role: the Administrator steps in wherever the team needs help and adapts as priorities shift.

RESPONSIBILITIES:

San Francisco PPLO Administration (Primary Focus)

• Manage the full PPLO case lifecycle, from identifying eligible employees and confirming eligibility through leave completion and closeout
• Maintain a master tracker of all active and upcoming PPLO cases, including leave dates, eligibility, benefit status, payment schedule, and expected return date
• Calculate, verify, and process PPLO supplemental payments in coordination with Payroll, accounting for state Paid Family Leave benefits received and the employee's regular wages
• Follow up regularly with employees, managers, and the leave administrator or insurance carrier to obtain documentation, benefit determinations, and status updates
• Communicate clearly with employees about eligibility, payment timing, and next steps
• Monitor compliance with PPLO requirements and internal deadlines, and escalate risks or exceptions to HR leadership
• Maintain confidential, audit-ready records for each case
• Produce regular reports on case volumes, payment status, and open items
• Document procedures and recommend improvements to the PPLO process

Zero Hours Reporting & Data Management

• Run and maintain the recurring zero hours report identifying employees with no hours worked in the preceding 21 or more consecutive days
• Pull and validate time and attendance data from [timekeeping / payroll / HRIS system] before distribution
• Cross-reference the report against PPLO and other leave cases to identify employees whose zero hours are explained by leave, and flag those that are not
• Reach out to managers to determine the reason for each remaining employee's zero hours (e.g., scheduling gap, separation not yet processed, data error, other)
• Document the status and expected return date for each employee on the report
• Distribute letters to terminated employees on union offered benefits.
• Distribute the report of terminated employees on union offered benefits to AUS union team.
• Coordinate with HR, payroll, and benefits on employees who may need status changes or other follow-up
• Escalate unresolved cases approaching [policy or compliance thresholds]
• Distribute the report to leadership on a set cadence with a summary of counts, trends, and open items
• Monitor newly acquired populations for data or time-reporting issues that surface in the report

New Hire and Acquisition Onboarding Support

• Coordinate onboarding for new hires from offer acceptance through the first [30/60/90] days, including pre-boarding materials, orientation scheduling, and system access requests
• Partner with HR, IT, facilities, and hiring managers so equipment, accounts, and paperwork are ready by day one
• Support the onboarding of employees joining through acquisitions, from announcement through Day 1 and the transition period that follows
• Help collect, organize, and validate acquired employee data (job, compensation, work location, status, leave status) for loading into [HRIS / payroll system]
• Identify acquired employees who are on leave or approaching leave, including those eligible for PPLO, and make sure they are accurately captured and followed up on
• Track completion of required employment documentation (e.g., I-9s, tax forms, policy acknowledgments, benefits elections) and follow up on gaps
• Prepare transition letters, welcome communications, and FAQs for acquired employee groups
• Maintain onboarding trackers and report on progress, open items, and risks
• Document lessons learned and help build a repeatable acquisition onboarding playbook

Core Support

• Provide general administrative and operational support to the team
• Coordinate schedules, meetings, communications, and follow-ups
• Serve as a point of contact for internal questions and requests
• Support special projects and process improvements as needed

Departmental Support

• Perform other duties as assigned to meet the evolving needs of the team and organization
• Provide flexible coverage across functions and priorities, including backing up teammates during absences or peak periods
• Take initiative to identify gaps and pick up work that falls between roles
• Learn new systems, processes, and responsibilities as needs change

QUALIFICATIONS (MUST HAVE):

• High School diploma or equivalent
• Minimum of two (2) years of experience in Human Resources operations, leave administration, payroll support, or similar work
• Strong organizational skills and the ability to manage multiple cases and deadlines at once
• Attention to detail
• Mathematical skills; payment calculations and reconciling data across sources, with a high degree of accuracy
• Excellent oral and written communication skills, including empathetic communication with employees on sensitive personal matters
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology
• Ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines
• Demonstrated ability to handle business proprietary and employee medical, family, and transaction-related information with discretion

PREFERRED QUALIFICATIONS (NICE TO HAVE):

• College degree in business, human resources, or related field of study
• Human resources and/or recruiting experience
• Experience using iCIMS or other Applicant Tracking System
• Experience using WinTeam or other Human Resources Information System
• Experience using DOMO or other business intelligence tool
• Experience administering leaves of absence (e.g., CFRA, FMLA, California Paid Family Leave, SF PPLO)
• Familiarity with San Francisco and California leave and paid leave requirements
• Experience coordinating with payroll on supplemental or leave-related pay
• Experience supporting onboarding or integration of employees through mergers or acquisitions
• Experience with leave management or timekeeping systems
• Experience creating recurring reports or dashboards

BENEFITS:

• Pay Rate: $25-$30/hr
• Medical, dental, vision, basic life, AD&D, retirement plan and disability insurance
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly; unused vacation is only paid out where required by law

Closing

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com

If you have difficulty using the online system and require an alternate method to apply or require an accommodation, please contact our local Human Resources department. To find an office near you, please visit: www.aus.com/offices.

Requisition ID 2026-1737452