HR Operations & Systems Specialist

In business for over 30 years, Allied has built upon its roots in film advertising and publicity to become a global leader in entertainment, culture, and lifestyle marketing. Allied’s award-winning team of specialists, over 400 strong across 23 global offices, create campaigns that drive conversion for some of the world’s biggest brands in film, TV, sports, gaming, live entertainment, cultural institutions, hospitality, and consumer brands. Our teams provide best-in-class marketing solutions across a range of services including integrated paid, owned, and earned media, creative solutions, and strategic consulting.

Job Title: HR Operations & Systems Specialist

Department: HR

Reports To: HR Manager

Location: Hybrid, In-Office in Boston, MA 

Employment Type: Full-Time, Exempt

Overview:

The HR Operations & Systems Specialist owns the systems, data and day-to-day operations that keep Allied’s HR function running accurately and efficiently. This role is Allied’s hands-on expert in Rippling: configuring time and attendance and overtime rules, building automated workflows, maintaining clean data, and delivering the reporting leaders and Finance rely on. The Specialist also owns core HR operations, including benefits administration and offboarding, and is always looking for the next process to simplify or automate. It’s a great fit for someone who has built in an HRIS, not just used one, and who enjoys making systems work better for the people who depend on them. 

Work Environment:

This position is currently performed primarily remotely from the employee’s home office. In-office or in-person collaboration is required as business needs dictate. Currently, in office expectations are 1x per week, work location arrangements are subject to change.

Key Responsibilities:

HR Systems, Data & Reporting (approx. 45%)

• Own day-to-day administration of Rippling, including configuration, permissions, policies and new feature setup

• Own time and attendance and overtime rules in Rippling, including configuration, testing and ongoing troubleshooting

• Build & Own the overtime reporting flow from payroll through to the department dashboard, partnering with the Accounting & Payroll Coordinator and Finance

• Own headcount and HR reporting, including reporting cadence and accuracy

• Maintain accurate employee data, including employee changes, audits and data quality standards

• Configure open enrollment and benefits setup in Rippling

• Maintain Rippling AI content, test answer accuracy, and manage escalation paths to the HR team

• Resolve system and data issues across vendors, Rippling support, IT and Finance

Process Improvement & Projects (approx. 30%)

• Design, build and maintain automated workflows in Rippling, including leave administration and onboarding

• Define and build repeatable HR service workflows, including source information, owner, review point and completion record

• Coordinate HR systems projects from planning through launch, including timelines, testing and rollout communications

• Partner with the technology project manager on HR system priorities and development requests

• Document HR processes and build self-service tools that help employees and managers find answers on their own

• Identify manual or repetitive work and recommend system or process improvements

HR Operations (approx. 25%)

• Own benefits administration, including enrollments, qualifying life events, eligibility changes and vendor escalations

• Reconcile and submit benefits invoices across all carriers and vendors

• Own the offboarding completion record across HR, Finance and IT, including departure documents, final pay, work handover and system access status

• Manage leave start and return steps, including intake, required notices and return-to-work coordination

• Respond to employment verifications and HR inbox escalations that require a team member

• Handle protected health information in line with HIPAA privacy and security requirements

Qualifications:

• Bachelor’s degree or equivalent experience

• 3 to 5 years of experience in HR operations or HRIS administration

• Hands-on administrator experience with Rippling or a comparable HRIS (such as Workday, UKG), including building workflows and custom reports

• Experience configuring time and attendance or overtime rules

• Working knowledge of benefits administration and multi-state employment requirements

• Advanced Excel or Google Sheets skills

• Strong attention to detail, discretion with confidential information, and the ability to manage multiple priorities

Preferred Qualifications:

• Rippling Workflow Studio experience

• Experience supporting a self-funded benefits plan or working with a TPA

• Experience leading or supporting an HRIS implementation or data migration

• Practical experience using AI to improve processes

• Experience in an agency, entertainment, or other fast-paced, multi-location environment

Key Competencies:

• Systems thinking and problem solving

• Attention to detail and data accuracy

• Ownership and follow-through

• Clear communication with technical and non-technical audiences

• Ability to use AI responsibly, including evaluating accuracy, protecting confidential information, and applying appropriate human review and judgment

Compensation:

• Base salary range: $70,000 – $80,000, commensurate with experience

Benefits: 

At Allied Global Marketing, we offer a comprehensive benefits package designed to support our employees' health, financial security, and overall well-being. This includes medical, dental, and vision coverage, a 401(k) retirement plan, paid time off, and additional programs to support work-life balance. Benefits eligibility and offerings may vary based on role, location, and employment type.

Allied Global Marketing is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or any other status protected under federal, state or local law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.