Administrative Operations Specialist

Areas of Focus: Accounting, Human Resources Administration, Payroll, & Office Administration.

Job Summary

We are seeking a highly experienced Administrative Operations Specialist with at least seven years of hands-on experience in multi-state accounting, payroll processing, HR administration, office administration, and advanced Excel data management. This role supports critical business operations across our healthcare technology organization, which includes approximately 75 U.S. employees and an additional 55–75 offshore resources provided through a combination of parent-company subsidiaries and external third-party vendor partnerships.

Success in this position requires exceptional attention to detail, strong critical-thinking and problem-solving skills, and the ability to manage competing priorities across accounting, payroll, HR, and administrative functions in a fast-paced, compliance-driven environment. The Specialist will collaborate regularly with leadership, including the CEO and the Director of Administrative Operations, and may support evolving accounting or administrative needs as business requirements change, while managing confidential information with accuracy and professionalism.

The role requires a highly organized individual who can balance multiple concurrent deadlines, remain steady under pressure, evaluate information holistically, connect details across functions, and proactively question inconsistencies or gaps to prevent downstream errors, delays, or compliance risks.

Core Values

Our Core Values reflect who we are and guide how we work, lead, and collaborate. They apply to every role and define the standards of behavior and performance expected across the organization. We seek individuals who align with these values and contribute to a positive, respectful, and high-performing workplace culture.

• Client Success: We build trust by listening, understanding, and delivering value that helps clients achieve their goals.
• Ingenuity: We embrace creativity and innovation to develop better solutions and improve how we work.
• Nimble: We adapt quickly to change and focus on what drives results.
• Curiosity: We seek understanding, ask questions, and continuously develop our knowledge and skills.
• Reliability: We hold ourselves accountable and deliver on our commitments.

Work Authorization & Sponsorship

• The Company does not provide visa sponsorship or employer-supported work authorization of any kind, now or in the future. This includes, but is not limited to, H-1B, H-1B1, H-2B, L-1, O-1, TN, E-3, E-1/E-2, F-1 OPT or STEM OPT, J-1, H-4 EAD, L-2 EAD, or any other immigration status or work authorization that requires employer petitioning, sponsorship, extension, verification, or other employer action.
• All candidates must have active, valid, and unrestricted authorization to work in the United States at the time of hire and throughout employment, without any sponsorship, petition, or support from the Company.
• The Company complies with all federal immigration laws, including the Immigration Reform and Control Act (IRCA), and does not discriminate based on citizenship or national origin.

Employment Eligibility & Pre-Employment Screening Notice

• Our Company participates in E-Verify as part of certain client contractual requirements. In accordance with federal law, all new hires must complete Form I-9 and provide documentation acceptable to the U.S. Department of Homeland Security (DHS) to verify their identity and authorization to work in the United States within three (3) business days of their start date. For more information on employment eligibility verification and acceptable documentation, visit the DHS website at:
• As a condition of employment, candidates are subject to a post-offer background check, prior employment verification, and drug screening. Employees may also be subject to background checks or drug testing where required by applicable law or client contractual obligations. All screening is conducted in compliance with the federal Fair Credit Reporting Act (FCRA) and applicable federal, state, and local laws. The scope and timing of drug testing may vary by state and role, depending on applicable legal requirements.
• All positions require pre-employment drug screening. The scope and substances tested may vary by state, depending on applicable state and local laws.

Work Location

• This is a hybrid position based in our Boca Raton, FL office and is not a fully remote position.
• The role requires regular on-site presence at the Boca Raton office, with a current expectation of at least two (2) days per week. In-office requirements may increase to three (3) or more days per week based on business needs, collaboration requirements, training, or leadership presence. During certain weeks, additional on-site days, up to four (4) days, may be required. Candidates should be comfortable with a flexible hybrid model where in-office expectations may evolve over time.
• Team members must be available to adjust their on-site schedule to support required in-person meetings, collaboration, or other business activities.
• Candidates must currently reside within a 50-mile radius of our Boca Raton, FL office. Relocation assistance is not available for this position.

Work Schedule

• This is a full-time, exempt position that generally aligns with standard U.S. business hours.
• The role requires professional flexibility to adjust work hours when necessary to meet deadlines, attend meetings, support time-sensitive activities or collaborate across time zones.
• While the Company does not expect excessive hours, this role requires professional judgment and flexibility, and individuals who require a rigid 9–5 or fixed 40-hour schedule may not be successful. Reasonable accommodations will be provided in accordance with applicable law.

Technology & Hybrid Remote Work Requirements

• This role requires strong proficiency with Microsoft 365 applications and regular use of business systems that support accounting, payroll, HR, reporting, and administrative operations.
• Candidates must have reliable and secure technology, stable internet access, and a dedicated, professional, private, and confidential workspace when working remotely.
• On-site presence in the Boca Raton, FL office is required as scheduled.

Work Environment

• This role operates in a professional office and hybrid work setting. On-site work takes place in our Boca Raton, FL office, and remote work requires a workspace suitable for confidential tasks and professional virtual participation.
• The role involves regular use of computers, business software, and video conferencing tools to support accounting, payroll, HR, and administrative activities.
• Team members are expected to maintain a professional presence in both in-person and virtual interactions.
• Occasional travel for Company meetings or events may be required.
• Reasonable accommodations will be provided in accordance with applicable law.

Physical, Sensory, Communication and Cognitive Requirements

• This role requires the ability to perform essential job functions that include prolonged periods of computer use, frequent communication in spoken and written English, and the ability to analyze information, manage multiple priorities, sustain focus, shift between tasks or contexts, and maintain strong attention to detail in a dynamic, fast-paced environment.
• The role requires the ability to maintain organization, composure, and clear judgment when navigating multiple simultaneous tasks, deadlines, and responsibilities.
• Reasonable accommodations will be provided in accordance with applicable law. The full requirements will be shared with candidates during the interview process.

What You Will Do - Brief Summary

• Support accounting, payroll, human resources administration, office administration, and internal reporting activities, including coordination of day-to-day office operations as needed, with accuracy, discretion, and confidentiality.
• Maintain financial spreadsheets, operational data, and administrative tools using advanced Excel skills and strong attention to detail.
• Process and validate information across multiple systems and workflows, applying judgment to identify errors, inconsistencies, or issues that require clarification or escalation, and understanding potential downstream impacts.
• Assist in onboarding and offboarding processes and maintain accurate, compliant employee and contractor documentation.
• Work closely with executive leadership, including the CEO and Director of Administrative Operations, to support operational needs.
• Contribute to process improvements and ensure compliance with internal controls, policies, and regulatory requirements.

Education

• Required: High school diploma or equivalent.
• Preferred: Bachelor's degree in business, accounting, or a related field, or a combination of education and professional experience that provides equivalent knowledge and competencies.
• Preferred/Considered a Plus: Experience with ADP Workforce Now; experience within the software development and/or consulting industry.

Minimum 7 Years of Professional Experience Required

• Extensive hands-on experience in administrative operations or related corporate support functions involving accounting, payroll, human resources administration, and office administration.
• A track record of managing multiple functions in a deadline-driven, compliance-focused environment with the ability to shift between varied priorities and contexts on a regular basis.
• Demonstrated ability to apply accounting principles, internal controls, reconciliation concepts, and the interdependencies between accounting, payroll, HR, and other operational processes, including understanding how errors or changes in one area can create downstream impacts such as incorrect reporting, data inconsistencies, delayed payments, or compliance risks.
• Hands-on responsibility for accounting workflows such as accounts payable coordination, financial data tracking,