Operations AdministrativeAssistant

Description

Here's the revision with HR, compliance, onboarding, and the forward-thinking nature of the role front and center, and the industry specifics removed.

Location: Indianapolis, IN

Duration: 12 months

Hours: 20 hrs per week

Reports to: Head of Operations

About Us

The Les Marie Firm (LMF HR) is an HR and compliance operations firm based in Indianapolis. We partner with businesses across all industries to manage their HR, compliance, employee onboarding, and day-to-day business operations, so owners can focus on leading and growing their organizations.

We are seeking a proactive, analytical, and forward-thinking intern to join our team as an Operations Administrative Assistant. This is not a task-driven role. Our team serves as an extension of each client's business, which means anticipating needs, identifying issues before they arise, and thinking two steps ahead for our clients, business partners, and their employees. You will work closely with the Head of Operations and gain hands-on experience in how well-run businesses operate behind the scenes.

Supervision

1. The intern will be directly supervised by the Head of Operations, who will provide guidance, support, and feedback throughout the internship.
2. Weekly check-ins will be scheduled with the Head of Operations to review progress, address challenges, and set goals for the upcoming week.
3. The intern will have access to additional support from the LMF team, including periodic one-on-one sessions to gain insight into HR, compliance, and operations.

Training

1. Initial Onboarding: An onboarding session covering company policies, LMF's mission and services, and an overview of how our team supports clients.
2. HR and Compliance: Training on employee onboarding, personnel file management, compliance requirements, and the proper handling of confidential client and employee information.
3. Client Communication: Training on answering client phone calls, responding to inquiries, and handling business matters on behalf of our clients with professionalism and sound judgment.
4. Systems Training: Hands-on training with project management systems, communication platforms, and the tools we use to support client operations.
5. Workflow and Process Training: Instruction on LMF's workflows and how to evaluate processes, spot gaps, and recommend improvements.

Mentorship

1. The intern will receive direct mentorship from the Head of Operations, who will provide ongoing guidance, answer questions, and offer career advice.
2. Mentorship Sessions: Regular sessions to discuss the intern's development, areas of interest, and potential career paths in HR, compliance, and operations.
3. Skill Development: The Head of Operations will help the intern set personal development goals and provide the resources and support to achieve them.

Responsibilities

1. Human Resources and Onboarding:Support the full onboarding process for client employees, including collecting documents, verifying completeness, and maintaining personnel files.
2. Track employee requirements and upcoming deadlines, and follow up before items fall out of compliance.
3. Compliance Support:Assist in monitoring client compliance requirements, documentation, and renewal dates.
4. Identify gaps or risks early and bring them forward with recommended next steps.
5. Client Communication:Answer client phone calls and respond to inquiries promptly and professionally.
6. Handle business matters on behalf of clients with outside organizations, such as vendors, insurance providers, and other business partners.
7. Coordinate meetings, follow-ups, and updates with clients and business partners.
8. Forward Planning and Problem Solving:Anticipate client needs and think two steps ahead to prevent issues before they arise.
9. Take initiative in resolving matters independently, escalating to the Head of Operations when appropriate.
10. Workflow and Process Improvement:Review current workflows to identify gaps, redundancies, and opportunities for improvement.
11. Support the implementation of streamlined processes across client accounts.
12. Analysis and Reporting:Collect and review information across client accounts to identify trends and areas needing attention.
13. Prepare reports and documents that support sound decision-making.
14. Administrative Support:Provide scheduling, document preparation, and data management support for LMF and its clients.

Learning Goals for the Intern

1. Forward Thinking and Problem Solving: Learn to anticipate client needs, recognize potential issues early, and take initiative rather than waiting for direction.
2. Human Resources Operations: Gain practical experience in employee onboarding, personnel records, and supporting the full employee lifecycle.
3. Compliance Management: Understand how businesses stay compliant and how to track requirements, deadlines, and documentation.
4. Client and Business Partner Relationships: Develop skills in serving as a trusted point of contact for clients, their employees, and business partners.
5. Analytical Thinking and Decision Making: Build competency in reviewing information, connecting details, and making sound recommendations.
6. Professional Communication: Strengthen written and verbal communication through client calls, correspondence, and reports.
7. Career Development: Explore career paths in HR, compliance, operations, and consulting through mentorship and hands-on experience.

What You'll Gain

1. Hands-on experience in HR, compliance, and business operations.
2. Experience serving as a professional point of contact for clients and their employees.
3. Development of analytical, forward-thinking, and problem-solving skills.
4. Insight into the inner workings of businesses across a range of industries.

Qualifications

Qualifications

1. Currently pursuing a degree in Business Administration, Human Resources, Operations Management, or a related field.
2. Strong analytical and critical thinking skills, with the ability to connect details and see the bigger picture.
3. A forward-thinking, self-starting approach, with the initiative to anticipate needs rather than wait for direction.
4. Excellent written and verbal communication skills, including confidence speaking with clients and outside organizations by phone.
5. Strong organizational and time management skills, with the ability to manage multiple client priorities at once.
6. Sound judgment and discretion in handling confidential client and employee information.
7. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and comfort learning new software and systems.
8. A genuine interest in HR, compliance, and business operations.
9. Ability to work independently and as part of a team.

Learning Objectives

By the end of the internship, the intern will be able to:

1. Independently manage the employee onboarding process from start to finish, including document collection, verification, and file setup.
2. Track compliance requirements and deadlines across multiple client accounts and take action before issues arise.
3. Serve as a confident, professional point of contact for clients, their employees, and business partners by phone and in writing.
4. Handle business matters on behalf of clients with outside organizations and see them through to resolution.
5. Analyze information across client accounts to identify risks, gaps, and opportunities, and present clear recommendations.
6. Evaluate existing workflows and propose practical improvements that increase efficiency.
7. Prioritize competing demands and manage time effectively in a fast-paced, client-focused environment.
8. Demonstrate sound judgment and discretion in handling confidential information.

Contact Information