Back Office Operations Specialist

Overview

On Site
Hybrid
$40,000+
Full Time

Skills

Payroll

Job Details

Company Overview:
Harmer Consultants, Inc. is a Chicago-based leader in IT recruiting, built on years of success matching high-caliber talent with industry-leading organizations. We connect companies and candidates through meaningful professional relationships whether for contract, contract-to-hire, or project-based roles. Our experienced partners, extensive networks, and dedication to personalized service have earned us a trusted reputation among clients who rely on Harmer for seamless processes, exceptional recruiting expertise, and consistently top-tier candidates. We thrive on long-term partnerships, empowering businesses to meet their most critical IT needs and enabling professionals to grow their careers in an environment that values excellence, collaboration, and innovation. For more information, visit .

Job Summary:
We are seeking a Back Office Operations Specialist who will report to our Operations Director. This individual will handle a variety of operational responsibilities to ensure our recruiting and sales teams can function at their highest level. The ideal candidate will have solid experience in consultant on-boarding, payroll support, sales contract administration, resume formatting/updates, benefits administration, billing, and accounts receivable oversight.

Responsibilities

  • Consultant On-boarding & Compliance
    • Prepare and process new-hire documentation, ensuring all forms, background checks, E-Verify and policy acknowledgments are completed
    • Background checks through Sterling, HireRight, or any other client specific system
    • Maintain accurate consultant records in Applicant Tracking Systems (ATS) and shared drives
  • Payroll & Benefits Administration
    • Collaborate with payroll providers or internal systems to ensure accurate and timely processing
    • Audit payroll data to confirm correct rates, hours, and deductions
    • Coordinate with insurance brokers and vendors on benefit enrollments, changes, and renewals
    • Manage consultants insurance on-boarding, off-boarding, and annual open enrollment
    • Respond to internal inquiries regarding benefits policies or payroll-related questions
  • Sales Support & Contract Management
    • Assist sales team in drafting, reviewing, and finalizing contracts for new and existing clients
    • Track contract status, renewals, and expansions, ensuring proper documentation is filed
    • Provide guidance on compliance requirements for various client agreements
  • Resume & Submittal Management
    • Format and update consultant resumes to meet internal and client-specific guidelines
    • Ensure consistency, professionalism, and accuracy of candidate materials before submittal
  • Billing & Accounts Receivable
    • Generate and distribute client invoices; verify accuracy of bill rates and hours
    • Follow up on late payments or discrepancies to maintain timely collections
    • Provide weekly or monthly reconciliations and status updates for leadership
  • Operational Support & Special Projects
    • Monitor and maintain office systems, vendor relationships, and operational tools
    • Conduct regular data audits in internal systems (e.g., Bullhorn) for accuracy
    • Oversee social media or marketing tasks for operational announcements and events (LinkedIn)
    • Compile reports on team performance metrics (placements, job orders, etc.) and present findings at internal meetings
    • Handle general administrative tasks such as filing, scheduling, and document creation

Qualifications

  • Experience & Industry Knowledge
    • 2 4 years of relevant operational or administrative experience in a staffing, recruiting, or professional services environment
    • Familiarity with payroll practices, basic accounting principles, and HR compliance
  • Technical Skills
    • Proficiency with MS Office Suite (Excel, Word, Outlook)
    • Experience using payroll systems (iSolved) and/or QuickBooks
    • Hands-on ATS experience (e.g., Bullhorn, Bullhorn Back Office) preferred
    • Comfortable navigating social media platforms for talent or client outreach via LinkedIn or other tools
    • Adobe skills need to facilitate execution of documents for electronic signatures
  • Soft Skills
    • Exceptional attention to detail and organizational capabilities
    • Strong written and verbal communication skills
    • Proven ability to juggle multiple tasks and shift priorities in a fast-paced environment
    • Excellent customer service mindset with both internal and external stakeholders
  • Education
    • Bachelors Degree in Business Administration, Human Resources, or related field preferred (or equivalent work experience)
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