HR Admin

Role Title: HR Administrator (North America) Reports To: Senior HR Manager, India (line); US-based HR & Benefits Manager, North America (day to day direction) Brand / Function: Global HR Team, supporting all Greenstaff brands across North America (NOAM) Location: Noida, Uttar Pradesh (office based, 7.30 PM to 4.30 AM IST, covering the US working day) Role Purpose: Greenstaff is building a dedicated HR team in Noida to support its growing brands across North America (NOAM), including the USA. As HR Administrator, you will keep I-9s, verifications, benefits queries, workers' compensation claims, and audit evidence running smoothly for our employees and clinicians. This is a support role, directed day to day by the US-based HR & Benefits Manager (North America), who is the regional expert and decision maker. You will handle the processing, tracking, and follow up, making sure routine NOAM HR work is completed on time, well documented, and managed through shared systems the whole team can use. Employee relations advice, employment, classification, and claim decisions, and payroll sign off sit with the HR & Benefits Manager, Payroll, and Finance, so you will always have clear support and escalation routes. Responsibilities Indicators of Effective Delivery 1. NOAM HR Support Desk Run the NOAM HR ticket queue day to day. Log, assign, chase, and close every request, and make sure nothing sits unassigned, closed early, or with the wrong team. · Every ticket has a named owner within one working day. · Tickets closed within agreed timeframes, and only once complete. · Weekly queue report shared with the HR & Benefits Manager and Payroll. 2. New Starters and Onboarding Prepare onboarding for every new NOAM employee and clinician: offer letter, signed role profile, new starter form, and HR set up passed to Payroll in good time, so nobody starts before HR and Payroll know about them. · Payroll notified of every new starter before day one. · Onboarding packs complete, with no missing documents. · Benefits information given to every eligible hire on day one. 3. Right to Work: Form I-9 and E-Verify Prepare and check Form I-9 and run E-Verify for all workers, within the legal deadlines. Document examination is completed onshore or through an approved remote process. Track reverification dates and use shared team access, never personal logins. · 100% of I-9s completed on time. · E-Verify run for every worker, with cases closed within deadlines. · Reverification tracked with no lapses. 4. Employment Verifications and Background Checks Answer employment verification requests from lenders, landlords, and agencies, and track background checks and screening before placement, escalating any adverse result to the HR & Benefits Manager. · Verification requests answered within agreed timeframes. · Background checks complete before start dates. · Adverse results escalated the same day. 5. Benefits Administration Process benefits enrolments, changes, terminations, open enrolment, and COBRA notices. Answer routine questions on cards and cover, working with brokers, carriers, and Payroll. · Enrolments and terminations processed before the carrier deadline. · COBRA notices issued within the legal timeframe. · Payroll deductions match carrier records each month. 6. Workers' Compensation Log every workplace injury report, notify the carrier and broker within the required timeframe, and keep the claims log current. Collect records from clients and clinicians, track return to work, and keep claim and audit documents in one place. · Every injury reported to the carrier on time. · Claims log complete and current, with loss data available on request. · Injured workers contacted promptly and kept informed. 7. State Audits and Agency Notices Keep evidence ready for state audits, such as Greenstaff HomeCare licensing audits. Log every agency notice, including unemployment claims, and pass it to the HR & Benefits Manager before its deadline. · Audit evidence packs produced within agreed timeframes. · Every agency notice logged with an owner and a deadline. · No missed agency deadlines or penalties. 8. Employee Records and Leavers Keep NOAM employee files complete and up to date in the HR system. Run the leaver process, including final documents, benefits end dates, and return of company equipment, working with IT and Payroll. · Employee files complete and ready for audit at any time. · Leaver checklist completed for every exit. · Company equipment recovered or escalated within agreed timeframes. Experience and/or Qualifications You will be an organised, dependable US HR administrator who thrives in a supporting role within a team: US HR Administration - 3+ years in HR administration, including hands on experience of US HR processes; degree level education desirable. - US healthcare staffing experience (desirable). - Comfortable running a high volume ticket queue to agreed timeframes. Compliance, Benefits, and Claims - Working knowledge of Form I-9, E-Verify, background checks, W2 and 1099 engagement, and US federal and state employment requirements. - Experience processing benefits enrolments, terminations, and COBRA; workers' compensation claims experience is desirable. Personal Impact - Accurate, organised, and confident escalating issues early, with the facts assembled. - Willing to work 7.30 PM to 4.30 AM IST on a permanent basis. Desirable - SHRM CP or PHR; state or client audit preparation; ADP, Employee Navigator, Freshservice, or Cezanne; Healthcare staffing HR experience. APPENDIX A | Role Specific Competencies Levels of Role Maturity: - Core | Delivers the role reliably and to standard, knowing when to ask for support. - Strength | Works ahead of problems and improves how things are done. - Exceptional | Sets the standard for the team and influences the wider group. 1. US Employment Compliance Description: Accuracy in applying US onboarding and employment requirements, and knowing when a question needs the HR & Benefits Manager. Core Strength Exceptional Prepares I-9s and runs E-Verify accurately and on time. Spots requirements that differ by state and adapts the process. Trusted to run onboarding compliance checks across the NOAM brands with minimal supervision. Escalates questions to the HR & Benefits Manager with the facts assembled. Audits files and fixes gaps before they become findings. Suggests process changes that prevent repeat compliance gaps. Keeps compliance evidence complete and in shared systems. Explains requirements clearly to recruiters and managers. Suggests compliance checks that the HR & Benefits Manager adopts. 2. Service and Ticket Ownership Description: Treating every request as owned until it is genuinely complete, so nothing falls between HR, Payroll, and Finance. Core Strength Exceptional Assigns, chases, and closes tickets within agreed timeframes. Spots ticket trends and flags the root cause. Recognised by Payroll and Finance as a dependable owner of NOAM HR requests. Never closes a ticket until the work is complete. Prioritises well when volumes peak. Improves the ticket set up so routing works first time. Keeps requesters informed without prompting. Reports queue health clearly every week. Models the service standard for the team. 3. Documentation and Record Integrity Description: Rigour in keeping NOAM employee records accurate, complete, and audit ready. Core Strength Exceptional Files documents accurately and completely. Reconciles records across systems and resolves discrepancies. Maintains records that consistently pass state and client audits. Catches own errors before others do. Builds habits that keep records audit ready. Runs file checks and fixes what they find. Protects confidential employee data. Flags patterns that point to process problems. Models good documentation practice for the team. 4. Benefits and Workers' Compensation Administration Description: Reliable processing of benefits and workers' compensation, treating each case as a person who needs a timely answer. Core Strength Exceptional Processes enrolments, changes, and terminations before deadlines. Reconciles benefits and payroll deductions and resolves differences. Trusted by Payroll and brokers for clean, timely benefits data. Logs injury reports and notifies the carrier on time. Keeps claims moving with clients, clinicians, and the carrier. Uses claims data to flag trends to the HR & Benefits Manager. Answers routine benefits questions clearly. Knows when a case needs the HR & Benefits Manager or the broker. Improves how employees learn about their benefits. 5. Stakeholder Communication Description: Ability to communicate clearly with employees, clinicians, clients, Payroll, Finance, and NOAM leaders across time zones. Core Strength Exceptional Writes and speaks clearly and professionally. Stays calm in difficult conversations and escalates where needed. A reliable day to day contact for routine NOAM HR queries. Responds to queries promptly and follows through. Adapts style to the audience. Coordinates across teams to help resolve complex issues. Keeps stakeholders informed without prompting. Builds strong working relationships with NOAM colleagues. Communicates credibly with clients and senior leaders on routine matters. 6. Working Within a Team Description: Supporting the regional lead well: following direction, sharing knowledge, and making sure work never depends on one person. Core Strength Exceptional Follows agreed processes and direction from the HR & Benefits Manager. Documents how tasks are done so others can cover. Helps maintain cover the team can rely on during absence or vacancy. Uses shared inboxes, logins, and folders, never personal ones. Takes on cover for colleagues without loss of quality. Helps train new team members and cover staff. Escalates the right issues at the right time. Brings solutions as well as problems. Anticipates workload peaks and plans for them.